Statuses and badges

Every coloured pill in Hafrix, what it actually claims, and what makes it change — one page to look up the badge you are staring at.

Where: Help Center (/help) → Reference, or Search the manual in the help panel. Badges live on the screens themselves — this page is the table you look them up in.

At a glance

A badge answers one of two questions, never both:

• what somebody declared — an item is Scrap because a person said so, an invoice is Paid because the office marked it paid;
• what the system worked out — an asset is Need repair because a certificate failed, an invoice is Overdue because today is past its due date.

Declared states are changed by an action and are recorded with a name and a timestamp. Computed states have no action behind them: you change the underlying fact — add the certificate, log the payment — and the badge follows on its own.

One asset, three badges, three different questions: Active is its declared status, Need inspection is its computed readiness, and Cert · overdue 146 d is the countdown to its nearest certificate expiry.

Key concepts

The colour is the message

Five tones carry the whole system, and they mean the same thing everywhere:

Two deliberate exceptions are worth knowing. A Voided certificate is grey, not red — the paper was crossed out on purpose, and colouring it like an expired one would read as a second problem. Disassembled is amber, not grey — the unit is neither working nor written off, and somebody still has to decide what happens to the parts.

Where the word goes

In a list of assets the status and the readiness are icons, not words: the same word repeated down fifty rows says nothing, and the exception is what you are looking for. Hover the icon to read it. On a card the word is always spelled out.

Readiness has one more trick: a row whose asset needs attention is tinted — amber for Need inspection or a certificate expiring within 30 days, red for Need repair or a certificate already expired. Red wins over amber, so a row is coloured by its worst signal, not its first.

Declared and computed, side by side

The badges

Item status

Eight declared states, all changed through Change status — on the item card, or on a selection in the list under More actions → Status. Operator and above.

Four of those take the unit out of the fleet for good — Obsolete, Scrap, Lost and Sold — and for those the dialog asks one more thing: Reason for disposal.

The free-text Reason is for a person to read; the code is what the disposal report and the replacement candidates count by. Give both when you can.

There is no Deleted. An item is never deleted by anyone: its timeline is the yard's memory and the register's evidence.

Readiness

Three computed values, assets only, and only while the unit is in the fleet. A Disassembled, Obsolete, Scrap, Lost or Sold unit has no readiness at all — the list shows a dash there, because an empty cell would read as "fine".

Certificates

Per certificate type, the latest non-voided record wins; the item's own compliance badge is the worst of them.

The Result of an inspection — Pass, Fail or N/A — is a field of the record, not a badge. It matters anyway: a current certificate with Fail is what turns readiness into Need repair, and a later Pass of the same type clears it.

The fleet-wide view of the same four states is Compliance, where they are the four figures over the list — Expired, Expiring ≤ 30 days, Valid, No certificate.

Assignment

Where a unit physically is, as far as the yard is concerned.

In repair and In inspection beat assignment on the utilization board: the tool is physically in the workshop, whatever the paperwork says.

Alongside assignment there is Custody — one computed word for who is holding the unit, whoever owns it. It reads top down and the first match wins: On job (out with a client), At client site (standing on a location that belongs to a customer), In our shop (in repair, in inspection, or in a workshop or lab), At our site. Paired with Ownership it names the two arrangements that have no badge of their own — consignment and reverse consignment: see Whose it is, and who is holding it.

On a job, each piece of equipment carries its own state:

Jobs

Completed and Cancelled are final: a job never comes back.

Field tickets

The document the client's man signs, and the only path from a day in the field to an invoice.

Work orders

A repair carries two badges at once: what is happening to the machine, and what is happening to the money.

The billing column says different things depending on the first badge. While an order is Open it shows who pays — Internal, Client or Vendor. Once it is Closed it shows where the money is:

The price itself is labelled by where it came from — Price book or Quote. A quoted price is entered by a manager: the workshop records costs, the office agrees money with the client.

Invoices

Credit notes carry their own three: Draft (being assembled, credits nothing yet), Issued (a document; it reduces what the client owes) and Void (cancelled with a reason; the debt comes back).

Send is refused while any line has no price, and refused outright on an empty invoice — a numbered document with nothing on it is the kind of thing that eventually gets sent by accident.

Alerts

Findings of the nightly rules. Severity is fixed by the rule, not by a person.

An alert also carries where it stands with the people who read it:

How to

Read a badge you have not seen before

Who: Viewer and above.

1. In a list of assets, hover the icon in Status or Readiness — the word appears, and readiness adds the reason and the countdown (Need inspection · overdue 142 d).
2. Open the row. A card always spells its states out in full, in the header.
3. Still unclear what moved it? The item's Activity timeline, and the history on a ticket, a repair or an invoice, name the person and the moment.

Result: you know what the badge claims and who last changed it.

If it fails: a dash instead of a badge is an answer too — it means the value does not apply here at all: a consumable has no readiness, an open work order has no billing status yet.

Filter a list down to one state

Who: Viewer and above.

1. Use the quick views in the toolbar where they exist: readiness on Items, Submitted / Approved / Draft / Rejected on Field tickets, Open / To bill / Closed / Cancelled on Maintenance, Draft / Sent / Partially paid / Overdue / Paid on Invoices, Open / Acknowledged / Closed on Alerts & notifications.
2. For anything the chips do not cover, open Filters and pick Status there.
3. Click the Status column header to sort instead of filtering when you want everything, grouped.

Result: the choice goes into the address bar, so the filtered list can be bookmarked and sent to somebody else, and it survives opening a card and closing it again.

If it fails: an empty list with a live filter — click Reset (or Reset all in the tray above the table). Note that some views are not a plain status: To bill means closed and billable, and Overdue means sent and past due.

Change a state

Who: depends on the state — see the table.

Result: the badge changes, a toast confirms it, and the record's own history gains a row naming you.

If it fails: Requires tenant role 'operator' or higher (or 'manager') — ask an admin for the role. If the button is not there at all, either your role is short of it or your group has not been granted that section: see Roles & access.

What the system tells you

Badges change quietly. These are the ones that also go and find a person.

Some of these go out as letters too — the nightly digest, the voided certificate, the closed repair, the returned ticket, the invoice itself. Who gets which letter, and what each one is called, is Emails; the row-by-row mapping is Notifications. The daily fleet digest (07:30 workspace time) goes to every manager and admin, unless your workspace has been given an explicit list of addresses — the section grant has nothing to do with it.

Rules are evaluated once a night, so a certificate you renew today stops shouting tomorrow morning — or straight away, if a manager presses Check now.

Related

• Items — where status, readiness and the certificate countdown live together.
• Compliance — the four certificate states across the whole fleet.
• Jobs — job and equipment states, reservations and mobilization.
• Field tickets — the approval chain behind those five badges.
• Maintenance — work orders, who pays, and the price behind To bill.
• Invoices — the billing cycle from Draft to Paid.
• Alerts & notifications — the rules, the queue and the digest.
• Notifications — which feed row every badge change writes, and to whom.
• Emails — every letter Hafrix sends, and what it is called.
• Glossary — the words themselves.

FAQ

Why is an Active item not Ready? — Because one is declared and the other is computed. An expired certificate, a failed inspection, an open repair or an inspection owed after a run will each hold readiness back while the status stays exactly as somebody set it.

Why does the list show icons where the card shows words? — A word repeated down every row carries no information. In a list the exception is what you are hunting for, so the status and the readiness are icons with the word on hover, and the row itself is tinted when it needs you. On a card there is one record and plenty of room, so it is spelled out.

Why is a voided certificate grey and an expired one red? — Red means "somebody has to act". An expired certificate needs a new inspection; a voided one has already been dealt with — it was struck out on purpose and no longer counts towards anything.

Overdue is not in any status list — where does it come from? — It is computed from the due date, and it only ever describes a Sent invoice. The same is true of No rate on a repair and of the certificate countdown chip on an item: they are conditions drawn as badges, not values stored in a field.

Can I add a status of our own? — No. Every one of these lists is fixed, because the rules behind them — what blocks a booking, what can be invoiced, what raises an alert — are written against exactly these values. What you can shape is the vocabulary around them: certificate types, service levels, categories and shifts are all yours.

A badge is missing where I expected one. — A dash means the value does not apply: a consumable has no readiness and no compliance, an asset out of the fleet has no readiness, an open work order has no billing status until it closes. A missing button next to a badge is a different thing — that is your role or your section grants, see Roles & access.