Activity statuses in GuideMate: complete guide

Every activity in GuideMate goes through different stages, from the first point of contact to the completed outing. Statuses let you see where each outing stands at a glance, and trigger automations within the app.

Status overview

Status	Icon	Meaning
Opportunity	🟣	First contact, incoming request
Draft	🔵	Confirmed outing, in preparation
Ready	🩵	All forms received, ready to go
In Progress	🟡	The outing is currently underway
Completed	🟢	Outing done
Cancelled	🔴	Outing cancelled
Not Interested	⚫	Opportunity declined

The typical journey of an activity

Opportunity → Draft → Ready → In Progress → Completed

This journey is not rigid: you can skip steps, go back or create an activity directly with the "Draft" status. Three statuses can be set automatically by the app: "Ready" (when all forms are completed), "In Progress" (on the day of the outing) and "Completed" (the day after).

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Status details

🟣 Opportunity

When to use it: a client contacts you about an outing, but nothing is confirmed yet. This is the inquiry stage.

What GuideMate does:

• Opportunities appear on the dashboard and in the activity list
• You receive a push notification when a new opportunity is created (via inbound email, for example)
• The opportunity is visible on the calendar if a date is set

Tip: use this status for all incoming requests, even vague ones. It helps you keep track of everything and monitor your conversion rate.

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🔵 Draft

When to use it: the client has confirmed their interest, the outing is going ahead. You're in the preparation phase: choosing the date, location, adding participants, sending client forms.

What GuideMate does:

• The draft appears in the "upcoming" stats on the dashboard
• It counts toward projected revenue and upcoming guide days
• Visible on the calendar
• You can send form links to each participant (personal details, emergency contact, insurance, engagement terms, deposit)

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🩵 Ready

When to use it: all participants have completed their forms and everything is in order for the outing.

What GuideMate does:

• Automatic transition: when the last participant completes their form, the activity automatically moves from "Draft" to "Ready". You don't need to do anything.
• The Weather & Conditions section is expanded by default on the activity page (forecasts, avalanche bulletins, Grimms)
• The activity appears in "upcoming" stats, the calendar, and default filters
• You receive a notification when each participant completes their form

This is the most important status before an outing — it confirms at a glance that everything is ready.

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🟡 In Progress

When to use it: the outing has started. You're in the field.

What GuideMate does:

• Automatic transition: on the start date, the activity automatically moves to "In Progress"
• The Weather & Conditions section remains expanded by default
• The activity appears in the default list filters
• Visible on the calendar

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🟢 Completed

When to use it: the outing is finished. You can rate participants (technical level, fitness, satisfaction) and add notes.

What GuideMate does:

• Automatic transition: the day after the end date (or single date), the activity automatically moves to "Completed"
• The activity counts in the "completed" stats and realized revenue
• It no longer appears in default filters (you need to enable the "Completed" filter)
• Participant ratings and notes are kept for future reference

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🔴 Cancelled

When to use it: the outing won't happen (weather, client cancellation, etc.).

What GuideMate does:

• The activity is hidden from default filters
• It is no longer counted in statistics
• Data is kept for reference

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⚫ Not Interested

When to use it: an opportunity you're declining (outside your expertise, not available, etc.).

What GuideMate does:

• The opportunity is hidden from default filters
• It is no longer counted in statistics
• Useful for keeping a record of declined requests

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Changing the status

Three ways to change an activity's status:

1. Swipe left on any activity card (list, calendar, dashboard) → status buttons appear
2. Status badge on the activity page → tap it, a menu opens with all statuses
3. Edit form → status selector in the activity fields

Filtering by status

In the activity list, tap the filter icon. You can select one or more statuses to display. By default, GuideMate shows: Opportunity, Draft, Ready and In Progress.

FAQ

Do I have to go through all statuses? No. You can create an activity directly as "Draft". The Opportunity → Draft → Ready → In Progress → Completed journey is the most complete, but each guide adapts their workflow.

Does the "Ready" status always trigger automatically? Only if the activity is in "Draft" status AND all participants have completed their form. If you don't use forms, you can manually switch to "Ready".

Can I go back to a previous status? Yes, you can change the status in any order. For example, moving a "Completed" activity back to "In Progress" if needed.

Are cancelled activities deleted? No, they are simply hidden from default filters. You can find them by enabling the "Cancelled" filter.

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