Workflow Setup

Capptro's workflow system lets you define the stages a work item goes through from start to finish. Each stage appears as a column on the dashboard, giving you a visual overview of all jobs in progress.

Business Templates

When you first set up Capptro, you can choose from 16 industry-specific business templates that preconfigure your workflow steps, priority levels, and custom fields:

Template	Description
Printing / Print Shop	Commercial printing, digital printing, signage
Auto Services / Workshop	Automotive repair, service centers, panel beating
IT Services / MSP	IT support, managed services, helpdesk
Catering / Food Services	Catering companies, meal prep, food production
Photography / Videography	Photo studios, video production, events
Construction / Renovation	Building contractors, renovations, maintenance
Graphic Design / Creative Agency	Design studios, branding, marketing agencies
Tailoring / Clothing Manufacturing	Tailors, clothing production, alterations
Electrical / Plumbing	Electrical contractors, plumbing services
Jewellery / Watch Repair	Jewellers, watch repair, custom jewellery
Appliance Repair	Home and commercial appliance repair
Event Planning	Event coordination, weddings, corporate events
Landscaping / Garden	Landscaping, garden maintenance, lawn care
Music / Recording Studio	Recording studios, music production, audio
Screen Printing / Embroidery	Custom apparel, screen printing, embroidery
Custom / Start Blank	Start from scratch with minimal default steps

Templates are just a starting point — you can add, remove, or modify all workflow steps and settings at any time.

Changing Business Type (Cloud)

Cloud users can change their business type after initial setup by navigating to Settings > Change Business Type. This will reset your workflow steps, priorities, and custom fields to match the new template.

Warning: Changing your business type will replace your current workflow steps, priorities, and feature definitions. All existing work items and archives will also be deleted, as they are linked to workflow steps that will no longer exist on the dashboard. Back up your data before changing business types.

Managing Workflow Steps

Access workflow settings via Settings > Workflow Steps.

Adding a Workflow Step

Click Add Step
Enter the step name (e.g., "Quality Check")
Choose a column color for the dashboard
Set the display order
Click Save

Editing a Workflow Step

Click Edit next to the step you want to change
Update the name, color, or order
Click Save

Note: Renaming a workflow step will update the display on the dashboard, but existing work items will retain the old step name in their records. Move work items to the new step name before deleting the old one.

Deleting a Workflow Step

You can only delete a workflow step if no active or archived work items are assigned to it. If any jobs (including archived ones) use that step, the system will prevent deletion and show you how many jobs are affected.

Priority Levels

Priority levels determine the urgency of work items and are displayed with color-coded indicators on the dashboard. Access via Settings > Priority.

Adding a Priority Level

Click Add Priority
Enter the priority name (e.g., "Rush", "Standard", "Low")
Choose a color (e.g., red for urgent, green for low)
Set the display order
Click Save

Default Priority Levels

Most business templates come with three priority levels:

High / Rush / Urgent — Jobs that need immediate attention
Medium / Standard — Normal turnaround jobs
Low / Flexible — Jobs with no urgent deadline

Workflow Best Practices

Keep the number of workflow steps manageable (5–15 steps works well for most businesses)
Use clear, descriptive names that your team can easily understand
Order steps chronologically from start to finish
Use colors that help visually distinguish stages at a glance
Include an "On Hold" or "Waiting" step for jobs that are paused
End with "Completed", "Invoiced", or "Paid" steps to track final status before archiving

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