Event Status

Event Status defines the current state of an Event and controls how downtime is tracked, how workflows progress, and how Events are displayed in dashboards, lists, and the Visual Planner.

Event Status is a critical driver of operational visibility and accurate downtime reporting.

What Event Status is

Event Status indicates where an Event is in its lifecycle.

Samurai CMMS uses the following Event Statuses:

Status Description
Pending Event has been scheduled but has not yet started. Scheduled Start and Scheduled End dates are set, but no downtime is being recorded.
In Progress Event is currently active and the asset is offline. Downtime is being recorded and the Event appears in dashboards showing current outages.
Complete Event has finished and the asset has returned to service. Actual Start and Actual End dates are recorded and downtime is finalised for reporting.
Cancelled Event will not proceed. No downtime is recorded and the Event is excluded from performance and downtime reporting.

Each status represents a distinct phase of work and determines how the Event behaves within the system.

How Event Status works

Event Status controls:

  • Which date fields are visible and required
  • Whether downtime is actively recorded
  • Where the Event appears in dashboards and views
  • Whether the Event is considered open or closed

Changing the Event Status moves the Event through its lifecycle and updates system behaviour immediately.

Common uses for Event Status

Event Status is commonly used to:

  • Identify assets that are currently offline
  • Track forecast versus active downtime
  • Control when downtime starts and stops
  • Support operational dashboards
  • Communicate Event progress across teams

Events with Status In Progress are especially important for real-time operational awareness.

Event Status fields

The following fields are displayed 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 visibility.
Scheduled Start Conditional Planned start date and time. Required when Status is Pending or In Progress.
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 Complete.
End Date Conditional Actual end date and time. Required when Status is Complete.

Some fields are automatically populated when status changes.

Event Status behaviour

Each Event Status has defined behaviour.

Pending

  • Event is planned but has not started
  • Scheduled Start and End must be entered
  • Downtime is not recorded
  • Event appears as upcoming work

In Progress

  • Event is actively occurring
  • Downtime tracking is active
  • Event appears on dashboards showing offline assets
  • Scheduled dates remain visible

Complete

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

Cancelled

  • Event will not proceed
  • No downtime is recorded
  • Event is excluded from performance reporting

Completing an Event

An Event cannot be set to Complete unless all linked Work Orders meet specific criteria.

To complete an Event:

  • All Work Orders linked to the Event must be Complete or Deferred
  • Actual Start and End dates must be entered
  • The Event status can then be changed to Complete

This ensures downtime is not closed while work is still outstanding.

Creating and editing Event Statuses

Event Statuses can be configured in reference tables.

To create or edit Event Statuses:

  1. Navigate to Reference Tables → Event Tables → Event Status.
  2. Click the + Add Event Status or edit an existing one.
  3. Enter a Name.
  4. Assign a Colour.
  5. Save the Status.

Important notes:

  • Conditional field behaviour cannot be changed
  • Newly created Statuses follow the same system rules
  • Colours are used in dashboards and the Visual Planner

Where Event Status applies

Event Status affects:

  • Events module views
  • Dashboards showing current downtime
  • Visual Planner scheduling bars
  • Availability and downtime KPIs
  • Operational reporting

Event Status does not apply to Work Orders directly.

Pre-requisites

Before changing Event Status:

  • The Asset must be configured as Advanced
  • The Event must exist
  • Users must have permission to edit Events
  • Linked Work Orders must be managed appropriately

Example of Event Status in use

A planned service Event is created.

The supervisor:

  • Sets the Event to Pending while planning
  • Changes to In Progress when the asset goes offline
  • Dashboards immediately show the asset as offline
  • Completes all Work Orders
  • Changes the Event to Complete when the asset returns to service

Downtime is recorded accurately and reflected in reports.

Important considerations and best practices

  • Change Status to In Progress when downtime actually begins
  • Do not leave Events In Progress after work is finished
  • Complete or defer all Work Orders before closing an Event
  • Use Cancelled only for Events that will not occur
  • Ensure Actual Dates are accurate before completion
  • Event Status accuracy directly impacts dashboards and KPIs

Event Status is essential for real-time visibility, workflow control, and accurate downtime reporting in Samurai CMMS.