Changing Event Status

Event Status is used to describe the current lifecycle stage of an Event. Changing the Event Status controls which dates are recorded, whether downtime is actively tracked, and how the Event is displayed across Samurai CMMS.

Event Status changes are a key part of downtime management, progress tracking, and accurate reporting.

What Event Status is

Event Status indicates where an Event is up to in its lifecycle.

Samurai CMMS uses the following Event Statuses:

  • Pending
  • In Progress
  • Complete
  • Cancelled

Each status represents a distinct operational state and determines which fields are shown and required.

How Event Status works

Event Status controls date behaviour and downtime tracking.

When the Event Status changes:

  • Different date fields become visible
  • Actual downtime may start or stop being recorded
  • The Event moves between planning and reporting views
  • Visual Planner colours update based on the assigned status colour

The conditional behaviour of fields is system-defined and cannot be changed.

Common uses for Event Status

Event Status is commonly used to:

  • Track planned versus active downtime
  • Record when an asset actually goes offline
  • Control downtime calculations
  • Drive dashboards and availability reporting
  • Communicate progress to operations and maintenance teams

Event Status fields

The following fields are shown depending on the selected Event Status. Field names match the Samurai CMMS user interface.

Field name Required Description
Status Yes Current state of the Event. Determines behaviour and visible fields.
Scheduled Start Conditional Planned start date and time. Required when Status is Pending.
Scheduled End Conditional Planned end date and time. Required when Status is Pending or In Progress.
Start Date Conditional Actual start date and time. Required when Status is In Progress or Complete.
End Date Conditional Actual end date and time. Required when Status is Complete.

Dates may be automatically populated when status changes, depending on configuration.

Event Status behaviour by state

Each Event Status has specific behaviour.

Pending

  • Event is scheduled but not yet started
  • Scheduled Start and Scheduled End are required
  • No downtime is recorded
  • Event appears as scheduled work

In Progress

  • Event is actively occurring
  • Actual Start Date is required
  • Scheduled End remain visible
  • Actual downtime tracking begins
  • Event appears in In Progress views and dashboards

Complete

  • Event has finished
  • Actual Start Date and End Date are required
  • Downtime tracking stops
  • Event moves to historical reporting

Cancelled

  • Event will not occur or is terminated
  • No downtime is recorded
  • Event is excluded from performance reporting

Changing an Event Status

Event Status is changed directly on the Event record.

To change an Event Status:

  1. Navigate to Work Management → Events.
  2. Open the Event.
  3. Select the new Status.
  4. Review and enter any required date fields.
  5. Save the Event.

The system will show or hide fields based on the selected Status.

Configuring Event Statuses

Event Statuses can be managed in reference tables.

To add or edit Event Statuses:

  1. Navigate to Reference Tables → Event Tables → Event Status.
  2. Add or edit a Status Name.
  3. Assign a Colour.
  4. Save the Status.

Important notes:

  • New Statuses use the same field behaviour as existing ones
  • Conditional field logic cannot be changed
  • Status Colours are used in the Visual Planner and other views

Where Event Status is used

Event Status affects:

  • Event lists and filters
  • Visual Planner scheduling bars
  • Downtime calculations
  • Dashboards and KPI reporting
  • Asset availability views

Example of Event Status in use

A planned maintenance window is created.

The planner:

  • Creates an Event with Status Pending
  • Sets Scheduled Start and Scheduled End

When work begins:

  • Status is changed to In Progress
  • Downtime tracking starts

When the asset returns to service:

  • Status is changed to Complete
  • Actual Start and End Dates are recorded
  • Downtime is finalised for reporting

Pre-requisites

Before changing Event Status:

  • The Asset must be configured as Advanced
  • The Event must exist
  • Users must have permission to edit Events
  • Required date fields must be entered depending on the selected Status

Important considerations and best practices

  • Change Status to In Progress when downtime actually begins
  • Do not complete Events without accurate Actual Dates
  • Avoid leaving Events In Progress after work has finished
  • An Event Status can only be Complete if all work orders within the Event are also Complete
  • Use Cancelled for Events that will not proceed
  • Keep Scheduled End dates realistic to avoid misleading plans
  • Status accuracy directly affects work management, downtime and KPI reporting

Event Status changes are critical for ensuring accurate downtime tracking, clear communication, and reliable reporting across Samurai CMMS.