How to Track & Improve Fire Protection Projects in 2025

Fire protection projects can be inherently complex, with countless tasks to track and manage. From fire door surveys to snagging issues, staying organised is essential to avoid costly delays. That’s where custom statuses come in—a powerful way to simplify workflows, improve communication, and ensure every project runs smoothly.

Designed to bridge the gap between digital workflows and physical processes, custom statuses give teams a clear view of task progress, actionable insights, and seamless project management capabilities.

In this blog, we’ll explore how Onetrace can help you streamline operations and deliver results with custom statuses—keeping your team organised, focused, and aligned for success.

What are Custom Statuses in Onetrace?

Custom Statuses in Onetrace allow you to create tailored labels that make it easy to track specific stages or outcomes of your projects. Each status can be customised with unique names, colours, and icons to match your project’s requirements. This flexibility ensures clear communication across your team while providing back-office teams with an accurate, real-time view of job site activity.

You can use custom statuses to track:

• Installation progress, such as "Planned," "Pending," "In Progress," or "Approved."

• Fire protection inspection outcomes, such as "Low Priority," "Medium Priority," and "High Priority."

These are just a few examples—custom statuses can be tailored to your project’s unique needs, ensuring everyone stays aligned and informed.

💡 Custom statuses integrate seamlessly with other Onetrace features like drawings, to-do lists, and reports. For example, statuses can be linked to drawings to indicate the progress of specific areas, used in to-do lists to prioritise tasks, and reflected in reports to provide detailed insights on project performance.

What are the benefits of using Custom Statuses in fire protection projects?

Fire protection projects involve many moving parts, where delays or miscommunication can derail progress. Custom statuses are an essential tool for keeping everything on track by offering real-time updates, improving communication, and ensuring every stage of the project stays organised. Here’s how:

1. Tracking workflows

Custom statuses enable teams to create a digital representation of their workflows or project phases. This helps to:

• Clearly identify what’s completed, in progress, or pending.

• Spot bottlenecks, such as tasks stalled at critical stages.

• Standardise task tracking across all projects for consistency.
  
  

2. Improving communication

Standardised custom statuses enhance communication and improve coordination among stakeholders by:

• Defining task progress and outcomes clearly.

• Keeping clients informed with straightforward project updates.

• Aligning teams through real-time status updates, minimising confusion.
  
  

3. Enhancing reporting

Custom statuses also simplify reporting by providing accurate insights into progress and priorities. For example:

• Filter reports to highlight specific statuses, such as all fire doors installed this week.

• Tailor insights to your workflow, such as identifying failed survey items or completed installations.

This level of detail ensures that back-office teams, field operatives, and clients remain on the same page, strengthening collaboration and efficiency.

Practical ways to optimise workflows with Custom Statuses

Custom statuses are a powerful and easy way to streamline fire protection workflows. Here are some practical examples of how teams use them:

1. Fire door surveys

Track individual fire door survey tasks with statuses such as "Needs Survey," "Survey Complete – Pass," "Survey Complete – Fail," and "Remediation Required."

2. Installation progress

Use statuses such as "Planned," "In Progress," "Submitted for Review," "Approved," and "Complete" to reflect progress and keep teams aligned.

3. Snagging and issue resolution

Simplify issue resolution with statuses like "Issue Identified," "In Progress," and "Resolved."

Custom statuses can be customised to fit your unique workflows while maintaining consistency across all your projects. Teams can take personalisation further by assigning specific colours, icons, and terminology to align with their processes.

For example:

• Assign a red warning icon for statuses like "Critical Issue Identified."

• Use a green checkmark for statuses such as "Task Complete."

This level of customisation ensures that statuses are intuitive and visually clear, helping teams quickly understand project progress at a glance.

Ready to simplify your fire protection projects?

Fire protection workflows don’t have to be complicated. With Onetrace’s custom statuses, you can streamline operations, improve communication, and ensure every project runs smoothly.

Book a demo today and see how Onetrace can help you track progress, keep your team aligned, and deliver exceptional results.