Statuses are used to track a person’s presence within an Instance or Persistent Module. 

• Status types are Active or Inactive. When the person is assigned an Inactive Status he/she can no longer access the Instance. Inactive users can be hidden from reports, surveys and observations. This is useful in order to filter out the person’s data for analysis, yet not delete the person’s data in case it is needed at a later time.
• Status names can help denote specific reasons for being active or inactive. For example, a student who voluntarily leaves training could be assigned an inactive status of “Drop on Request”, while a student who leaves training due to an injury could be assigned an inactive status of “Medical Drop”.

On the Status Definitions page, any existing status definitions are listed, and you can filter and sort the list as needed:

• Type in the Search field (toward the top right).
• Arrange and resize columns (drag and drop).
• Use the ‘Column Chooser’ icon at the top of the table to choose which columns to see. The only required column to show is Name, which is on the left in a fixed format. This allows you to scroll horizontally and still see the name.
• Use the ‘Toggle column search’ icon, and search/filter by column.
• Use the ‘Toggle grouping panel’ icon, and then drag and drop one or more column headers to group items in the list.

Adding a new Status Definition

To create a new status definition, click the green ‘+New Status’ button.

• Name … Enter a name for the status (e.g. ‘Drop on Request’).
• Code … Type in a shortened version of the status (e.g. ‘DOR’). This can be referenced in reports or spreadsheets or elsewhere in GideonSoft.
• Select a status type: Active or Inactive.
• Status Color and Text Color … Customize the text and background color. These color options will be displayed in the Status tiles on Instance Home Pages (if chosen below) as well as on thumbnails on Instance Home Pages.
• Require Comment … This is available for both Persistent Modules and Instances.
• Require Tag (if tags are defined) … This is available for both Persistent Modules and Instances.
• (Persistent Module only) Allow assignment for Persistent Module People … You can now exclude certain statuses from assignment for persistent module people. Toggle the option below to show/hide the status from assignments. It’ll still be available to assign to module admins.
• Show on Home Page … to display a count of people assigned to this status on Instance Home Pages.
• Tags … Define and apply tags to more finely track people, or provide more context for their status. Separate each one with a line break. Tags will be saved and displayed in alphabetical order.
• Click Save.

Editing a Status Definition

To edit an existing status definition, click on the status name, or choose ‘Edit’ from the action drop down on the right. You can make changes to the same fields and options set when creating a status (name, code, color, type, etc), but there are a few additional options:

• Archived? … If you Archive a status, it will not be deleted, but it will also be unavailable for use to assign people. Existing people set to the archived status will remain set to the status.
• Rules … One of more rules can be defined for Status definitions in performance modules to automatically update a person’s status in a specified persistent module. The first role match will apply the status listed if the person exists in the persistent Module listed. 
  • Role… Select a role from the current Module.
  • Module … Select a target Persistent Module.
  • Apply Status … Select one of the available statuses from the target Persistent Module.
  • Status Note (optional) …For additional context.
  • Transfer Notes? … This will transfer the notes from the originating status assignment. If not supplied, the status note will be used.
  • Transfer Tags? … Default is off.
  • Ignore Archived? … If the person is archived in the Persistent Module, turning this on will not change the status. 
  • Rule Active? … Default is on.
  • Drag to rearrange the order if desired.
  • Click Save. 
• Click Save.

Setting a Default Status Definition 

To designate a status definition as the default status when adding new people, choose ‘Make Default’ from the action drop down on the right.

Deleting a Status Definition

To delete a status definition, choose ‘Delete’ from the action drop down on the right.

Version(s): GideonSoft 2025 Release 1 and later