Manage statuses in the schedule
Work statuses is a section in Manage → Company settings where you configure your company’s own work-schedule statuses. A status is a mark on an employee’s day in the schedule: whether they work in the office, remotely, or do not work and why. Custom statuses let the schedule reflect company specifics: business trips, client meetings, days off, training.
Status groups
What it is. All schedule statuses fall into three basic types: In office, Remote and Not working. Custom statuses can be added only to two groups — “Remote” and “Not working”; the In office type cannot be extended, because an office day is tied to booking a workplace, not to a label.
How it works. A custom status is a refinement of the basic type. For the schedule, booking limits and analytics, a day with any “Not working” status is a non-working day, and a day of the “Remote” group is remote work; the custom label only changes what colleagues see in the schedule (“On vacation”, “Business trip”, “Sick leave”).
Values. In new companies the “Not working” group already contains pre-set statuses (day off, sick leave, vacation) — these are ordinary statuses that can be renamed or deleted. The number of statuses per group is unlimited, but the colour palette is fixed (see below), so with many statuses the colours will repeat.
Adding a status and its fields
The “Add status” button in a group card opens a form with the following fields:
- “Status type” — the group (“Remote” or “Not working”); the group cannot be changed after creation, only by re-creating the status;
- “Full title” — up to 32 characters, unique within the group; the full name shown in the schedule and reports;
- “Short title” — up to 6 characters, unique within the group; the tag used in the compact schedule grid (for example, VAC, SL, WFH);
- “Colour” — a choice from the group’s fixed palette: for “Remote” — light blue #B3CBFF, lilac #C7B3FF, pink #FFB3F1; for “Not working” — grey #DCE0EF, coral #FFC1B3, yellow #FFE7B3. Arbitrary colours cannot be set.
Keep in mind. The two palettes do not overlap — the colour always shows whether a person works remotely (cool shades) or does not work (warm shades and grey). That is why the colours are fixed: you cannot assign a corporate colour to a status. Name uniqueness applies within a group — identical names are allowed in different groups, but they will confuse employees.
How statuses work in the schedule
The catalogue is a set of presets. When an employee (or their manager) marks a day in the Work schedule, they pick a status from this catalogue. The day stores a copy of the status — its title, short title and colour — not a reference to the catalogue. So already marked days live their own life: renaming or deleting a status later does not change past or already marked future days — they keep the label and colour they had at the moment of selection.
Schedule templates. Employees can save templates of their working week (for example, “Mon–Tue office, Wed–Fri remote with the Home office status”) and apply them to the following weeks. A template references a live status from the catalogue — this is the only place where the status itself is needed.
Where statuses are visible. The Work schedule grid (short title + colour), the day card, colleagues’ schedules, exports and work-schedule reports.
Statuses and integrations
Schedule statuses can be set not only manually but also by external systems — through the External API method that updates a user’s schedule status. This is how HR systems push vacations, sick leaves and business trips into UnSpot.
Important detail: the external system sends the status title and short code as plain text and does not have to match your catalogue. If the received status is not found in the catalogue, the day is still marked — with the received label and the standard colour of the group (light blue #B3CBFF for remote work, grey #DCE0EF for “Not working”). For externally set statuses to look the same as manual ones, the titles in the UnSpot catalogue and in the external system must match character for character.
Editing and deleting a status
The gear icon next to a status opens editing (full title, short title, colour) and deletion. Changes apply to new marks — days marked earlier keep the old label and colour (see “How statuses work in the schedule”).
Deletion risks. A status is deleted immediately, with no recycle bin. Days already marked in employees’ schedules do not change, but schedule templates that used the deleted status stop applying it — the service warns about this on deletion: notify employees so they update their templates. If a status is set by an integration (External API), deleting it from the catalogue does not stop the integration — days keep being marked, but with the standard group colour instead of the chosen one.
How statuses relate to other settings
| What | How it relates to statuses |
|---|---|
| Work schedule | Statuses are the labels of schedule days; a day stores a copy of the status, not a reference to the catalogue |
| Schedule templates | Reference a live status: after the status is deleted, the template can no longer apply it |
| External API | Sets statuses as plain text; for an identical look the titles must match the catalogue character for character |
| Schedule reports | Exports show day statuses — including labels of statuses already deleted from the catalogue |
| Booking limits | Limits count bookings only; day statuses do not affect them — the Work calendar (non-working days) does |
Related articles
- Company settings — general settings, branding, date and time;
- Booking policies — booking limits and other policies;
- External API: update user schedule status — the method external systems use to set statuses.
