Project Status Overview

Project statuses in Motion.io give your team a clear, real-time snapshot of where each client project stands—whether it’s in progress, paused, completed, or closed for internal reference. These statuses also control how projects appear in client portals and whether automated reminders are sent, helping your team manage communication and visibility with precision.

Understanding Project Statuses in Motion.io

Below, you’ll find a breakdown of each project status and how it functions in your workflows.

🟢 Active

Projects marked as Active are currently underway and fully accessible to both clients and team members. This is the default status for any project that’s live and in progress.

• Clients can log into their portal and view assigned tasks, complete forms, upload files, and interact with your team.
• Automated reminder emails for task deadlines and follow-ups will continue as scheduled.
• Team members can assign tasks, collect deliverables, and move the project forward.

🟡 On Hold

The On Hold status allows you to pause a project without disrupting visibility. All client-facing elements of the project remain accessible, but Motion.io will stop sending reminder emails and portal notifications.

• Use this status when you’re waiting on client input, project decisions, or when timelines are paused.
• Clients retain access to their portal, but no automated reminders will be sent.

✅ Completed

When all work within a project has been finalized, mark it as Completed to signal that no further action is required.

• Completed projects are no longer visible in the client portal.
• Internal teams retain full access for reporting, record-keeping, or future reference.
• Use this status to formally close out a project.

🗂️ Archived

Use the Archived status to retain completed or inactive projects for historical reference while removing client visibility.

• Archived projects are not accessible in the client portal.
• Team members can still view tasks, files, and communication history as needed.
• This status is ideal for long-completed projects that may be needed for reporting or re-engagement later.

Project statuses are easy to update and give you better control over each phase of your client work. Whether you’re onboarding a new client, waiting for feedback, or closing out a finished project, Motion.io’s statuses help your team stay organized—and ensure clients only see what they need to see, when they need to see it.