hermes-config/skills/self-hosting/shop-pro-quote/references/repair-order-status-workflow.md

Repair Order Status Workflow (6-Status System)

Introduced June 2026. Replaced the original 4-status system (in-progress, waiting-for-parts, completed, waiting-for-pickup).

Statuses and Display Colors

Status	Label	Color	Badge Class
diagnosing	DIAGNOSING	amber-100/800	bg-amber-100 text-amber-800 dark:bg-amber-900 dark:text-amber-200
in-progress	IN PROGRESS	green	bg-green-100 text-green-800
waiting-for-approval	WAITING APPROVAL	rose	bg-rose-100 text-rose-800
waiting-for-parts	WAITING FOR PARTS	orange	bg-orange-100 text-orange-800
waiting-for-pickup	WAITING FOR PICK-UP	blue	bg-blue-100 text-blue-800
completed	COMPLETED	purple	bg-purple-100 text-purple-800

Sorting Priority (renderRepairOrders)

diagnosing: 0, in-progress: 1, waiting-for-approval: 2,
waiting-for-pickup: 3, waiting-for-parts: 4, completed: 5

New ROs default to diagnosing.

Segmented Control Status Modal

openWorkStatusModal() in repair-orders.js renders a 2-column × 3-row grid of pill buttons (replacing the old vertical list).

• Active status is highlighted with ring-2 + colored border
• Hover shows subtle bg-gray-50
• Parts Info Section: when waiting-for-parts is the active or selected status, an inline form appears showing vendor/ETA fields. Pre-populated from ro.partsInfo.
• Completed → Financial: clicking "Completed" closes the status modal and opens openFinancialSummaryModal(roId, 'completed') directly — no intermediate confirmation dialog.
• Parts-Leaving Warning: changing FROM waiting-for-parts to any other status shows a "Parts Received?" confirmation before proceeding.

Status History Tracking

Every status change pushes an entry to ro.statusHistory[]:

{
  from: oldWorkStatus || 'none',
  to: newWorkStatus,
  timestamp: new Date().toISOString()
}

Synced to PocketBase as part of updateData / createData in updateRepairOrderWorkStatus().

A collapsible "Status History" section in the edit modal (openEditModal()) displays the timeline:

● Completed — Jun 23 14:32
● Waiting Pick-Up — Jun 22 09:15
● In Progress — Jun 22 08:00
● Diagnosing — Jun 21 16:45

Parts Info (waiting-for-parts)

Stored as ro.partsInfo = { vendor: string, eta: string }.

• Captured from the inline form in the work status modal
• Displayed in the RO card when status is waiting-for-parts
• Synced to Firebase with every status update

Pickup Tracking (waiting-for-pickup)

• ro.pickupSetAt timestamp saved when status changes to waiting-for-pickup
• RO card shows elapsed waiting time with color coding:
  • < 1 day: green "Just ready"
  • 1-3 days: yellow "2d waiting"
  • 3+ days: red "3d waiting" (semibold)
• Time-until-due field shows blue "READY FOR PICKUP" text instead of "OVERDUE" — regardless of whether the promised time has passed
• Copy Pickup SMS button was REMOVED (June 2026)

Financial Modal on Completion

When completing from the status modal, openFinancialSummaryModal(roId, 'completed') shows:

• A purple notice: "Marking RO #XXX as completed. Enter financial details below and click 'Save & Complete'."
• Pre-populated CP fields parsed from services string (extracts dollar amounts, estimates from service line count)
• LocalStorage saves/loads last-used labor rate (shopProQuote_financialRates key)
• On save, status history is updated with the completed transition
• Works as both completion AND editing flow (the context parameter controls appearance only)

Dashboard Widget Counts

dashboard.js → updateDashboardStats() now counts:

• parts-on-order-count: ROs with workStatus === 'waiting-for-parts'
• ready-for-pickup-count: ROs with workStatus === 'waiting-for-pickup'
• Breakdown text updated dynamically

Edit Modal Updates

The #edit-work-status dropdown in repair-orders.html includes all 6 statuses. The #status-history-section collapsible timeline is rendered when openEditModal() finds ro.statusHistory entries.

Customer Notes (per-customer, across ROs)

Introduced June 2026. Notes are tied to the customer (by phone number), not the RO — they persist across different repair orders for the same customer.

Storage: localStorage keyed by cust_notes_{phone} (phone digits only). Full text string.

UI:

• "Customer Notes" button in each RO card's three-dot dropdown menu (teal icon, between Invoice Lines and Delete)
• Opens a modal showing customer name/phone, a textarea with existing notes, Cancel/Save
• If notes exist for that customer, a small teal checkmark badge appears next to the customer name on EVERY RO card for that customer

Key code: openCustomerNotesModal(roId) in repair-orders.js. Triggered by .customer-notes-btn in handleROMenuClicks.

Due Time Modal

Clicking the due date/time on any RO card opens openDueTimeModal(roId) with two options:

1. Set exact date/time: datetime-local input pre-filled with current due, "Set Due Time" button
2. Add hours: number input (default 1, min 1, max 168) + "Add Hours" button — pushes the due out by that many hours from current

Both options call updateDueTime(roId, newISO) which:

• Updates repairOrders[].promisedTime locally
• Syncs to PocketBase via updateDoc()
• Re-renders the active orders list
• Shows success notification

Due date format (formatDueDate) now includes clock time: "Today 3:15 PM", "Tomorrow 10:30 AM", "Wed 2:00 PM", "Jun 28 11:00 AM". The "Due: " prefix was removed.

Feature	File	Function
Status modal + segmented control	repair-orders.js	openWorkStatusModal()
Status update + history tracking	repair-orders.js	updateRepairOrderWorkStatus()
RO card rendering	repair-orders.js	createROHTML()
Edit modal status history	repair-orders.js	openEditModal()
Financial modal (completion)	repair-orders.js	openFinancialSummaryModal(), handleFinancialCompletion()
Dashboard widget counts	dashboard.js	updateDashboardStats()
Due time modal	repair-orders.js	openDueTimeModal(), updateDueTime()
Customer notes modal	repair-orders.js	openCustomerNotesModal()
Due date formatting (with time)	repair-orders.js	formatDueDate()
Status modal HTML (segments, parts)	repair-orders.js	Generated in openWorkStatusModal()
Status history list HTML	repair-orders.html	#status-history-section