Activity statuses
An Activity can be in one of five statuses:
Not Started – default status; no linked Opportunity has begun and no delivery has been confirmed.
In Progress – delivery is underway.
Completed – all delivery tied to the Activity has finished successfully.
Not Completed – every linked Opportunity has finished, but none of them completed successfully (at least one ended as Not Completed).
Cancelled – the Activity was planned but won't go ahead.
📌 Note: If an Activity has one or more linked Opportunities (and they haven't been archived or expired), its status is derived automatically from those Opportunities' progress - you don't need to set it manually. Status only stays fully manual for Activities with no linked Opportunities, where it's nudged by confirmed delivery (hour logs, measure logs, donations) but Completed and Cancelled remain actions you take yourself.
⚠️ Important: what happens when an Activity is set to Completed, Not Completed or Cancelled
These Activities disappear from Select Activity dropdowns (Post Opportunity form, Log Hours form), so they can't be picked for new work.
You don't need to set a status early to "finish" an Activity - closing statuses are only meant to reflect delivery that's actually done.
To retire an Activity and everything linked to it (its Opportunities, logs and applications), use Archive instead - see How to archive or unarchive an Activity. Cancelled and Archived are different: Cancelled just marks the Activity as not going ahead while keeping it active and visible; Archived retires the whole Activity and its linked records.
Reopening a finished Activity
If an Activity has been set to Completed, Not Completed or Cancelled and more work needs to happen, you can reopen it:
Find the Activity (Dashboard if you're leading it, or Admin Panel if you're an admin).
Open the three-dot menu and select Reopen.
The Activity returns to In Progress.
📌 Note: For Activities with linked Opportunities, the status will move again automatically once the linked Opportunities next reach a finished state.
What you can still control manually
Cancel – you can cancel an Activity yourself, but only while no delivery has been confirmed against it yet.
Reopen – as above, always a manual action.
Activities with no linked Opportunities – status still moves manually: In Progress starts automatically on the first confirmed delivery record, but you choose when to mark it Completed.
Method 1: Changing the status of an Activity from your Dashboard
Go to your Dashboard and open the Activities section.
Find the Activity and click the three-dot menu.
Select Change status (or Reopen, if available) and choose from the available options.
Method 2: Changing the status of an Activity from the Admin Panel
Click your profile picture and select Switch to Admin Panel.
Go to Activities.
Find the Activity, click the three-dot menu, and select Change status (or Reopen). You can also change status from the Edit Activity form, where Activity status is the first field.
📖 What's next: New to Activities? See What is an Activity?
💬 Need more help? Contact us anytime at support@goodsted.com