Photeria gives you multiple ways to track where each job stands in your pipeline.

This article explains how appointment statuses, job statuses, and payment statuses work together to give you a complete picture.

Appointment Statuses

Each appointment on a job has its own status that tracks the on-site progress of that visit. There are three appointment statuses:

Scheduled

The appointment is booked and waiting to happen. This is the default status when an appointment is first created.

Arrived

The photographer is on-site at the property. Set this status when your team member arrives to start the shoot.

Shot

The on-site work for this appointment is complete. The photographer has finished shooting and left the property.

How to Update Appointment Status

On the job detail page, each appointment card has a Status dropdown. Simply select the new status and it saves immediately. You do not need to click a separate save button.

Job Statuses

Job status is calculated automatically from the combination of appointment statuses and delivery state. You never set the job status directly. Instead, it updates as you change appointment statuses and deliver the job.

Here is how the job status is determined:

Scheduled

The job has one or more appointments, and none of them have progressed past "Scheduled." This is the default starting state.

Arrived

At least one appointment on the job is currently in "Arrived" status. This means a photographer is actively on-site.

Shot

All appointments on the job have been marked as "Shot." The on-site work is fully complete.

Delivered

The job has been delivered to the client. This status is set when you send the delivery email from the listing page.

Archived

The job has been moved to the archive. Archived jobs do not appear in the default "All Jobs" view. They have their own tab and can be restored at any time.

Filtering Jobs by Status

On the Jobs page, you will see status tabs across the top:

• All Jobs - Shows all active jobs (excludes archived). The count reflects total non-archived jobs.
• Scheduled - Jobs waiting for their first appointment to begin
• Arrived - Jobs with a photographer currently on-site
• Shot - Jobs where all shooting is complete
• Delivered - Jobs that have been sent to the client
• Archived - Jobs that have been archived

Each tab shows a count badge so you can see your pipeline at a glance. For example, if you have 5 jobs in "Scheduled" and 2 in "Shot," you know exactly how much work is in progress.

Payment Statuses

Payment tracking runs independently from the pipeline status. Each job has a payment status based on how much has been paid compared to the total:

Unpaid

No payments have been recorded. The full balance is outstanding.

Partial

Some payment has been received, but it does not cover the total amount. For example, if a job totals $500 and $200 has been paid, the payment status is "Partial."

Paid

The amount paid equals or exceeds the job total. This includes jobs with a $0 total (for example, a fully discounted or complimentary job), which are automatically marked as "Paid."

Viewing Status on the Jobs List

The jobs table shows both status types as color-coded badges:

Pipeline status badges: - Scheduled = blue - Arrived = orange - Shot = yellow - Delivered = green - Archived = gray

Payment status badges: - Unpaid = red - Partial = orange - Paid = green

Combining Filters

You can combine the status tabs with the photographer filter and search bar to narrow down your view. For example:

• Select the Shot tab and filter by a specific photographer to see which of their jobs are ready for editing
• Select the Scheduled tab and search for a client name to find upcoming jobs for that person
• Check the All Jobs tab and look for red "Unpaid" badges to follow up on outstanding payments

Best Practices for Status Tracking

• Update appointment statuses in real time. When your photographer arrives, have them (or your coordinator) change the status to "Arrived" right away. This keeps your dashboard accurate.
• Use the "Shot" status as your editing trigger. When all appointments on a job are "Shot," that is your signal to start post-production.
• Archive jobs when they are done. Once a job is delivered and paid, archive it to keep your active list focused on work in progress.