Understand statuses and the three states

Every request has a status. A status is a label you create and your clients see, such as "New" or "Waiting for Client". Each status belongs to one of three states — Pending, Active or Completed — and Zendo counts requests by state. You create statuses in Settings › Requests › Statuses and give each one its state there. A request type chooses which statuses it uses and in what order.

A status is a label you create

All statuses of your workspace are in one list at Settings › Requests › Statuses. A status has a Name, an optional Description for your team, and two colours, Text and Background, for its label. Every workspace starts with three statuses marked Default: New, In Progress and Done. You cannot archive these three but you can archive any status you created.

Each status has a State: Pending, Active or Completed. You choose the state when you create the status. In the statuses list, the State column shows it and Used in lists the request types that use the status. The three default statuses already have their states: New is Pending, In Progress is Active, Done is Completed.

A request type chooses its statuses and their order

A new request type starts with the three default statuses — New, In Progress and Done (you can rename them) — and you add any other statuses you want. When you change the state of a status that is already in use, Zendo shows how many request types and requests this affects before you save. To remove a status that is in use, you choose a replacement for it first. See Create a request type.

Zendo counts by state; clients see the status

Your clients see the status under the name you gave it. The features that must work across all request types use the state:

• The automation trigger Request state changed runs when a request enters the state you choose. The trigger Request status changed runs when a request gets one particular status.
• In a subscription, Max number of concurrent active requests counts requests in the Active state, and Total (pending + active) concurrent requests counts both.

See Automate a request type and Sell a subscription with packages.

Renaming, changing the state of and adding a status work differently

Renaming a status changes the name everybody sees. Automations on Request state changed and subscription limits keep working, because the state stays the same.

Changing the state of a status changes every request type that uses it. Requests with that status move to the new state, so automations and limits that count states may be affected.

Adding a status only creates a new label with a state. It is not used until you add it to a request type.

Related

• Create a request type
• Automate a request type
• Sell a subscription with packages
• Work a request from arrival to done
• Find requests: views, filters and search

Updated on: 09/11/2026