Overview
Every visit in VetRec has a status that tells your team where the patient is in the care process. Out of the box, VetRec provides four built-in statuses that cover the most common workflow:
Status | Description |
Not Started | Visit has been created but hasn't begun |
In Progress | Patient is actively being seen |
Hospitalized | Patient is admitted for extended care |
Completed | Visit is finished |
With Custom Visit Statuses, you can add your own stages to reflect how your clinic actually operates. Whether you need a "Waiting Room" step, a "Lab Work" stage, or a "Ready for Discharge" status, you can tailor the workflow to match your practice.
Custom Visit Statuses are only available for teams.
Getting Started
Accessing Status Settings
Navigate to Settings from the sidebar.
Select the Team tab.
Look for the Visit Statuses section on the left navigation.
[Image: The Settings page with the Organization tab selected and the Visits section highlighted]
You'll see two areas:
Built-in Statuses — The four default statuses that come with every account. These cannot be edited or removed.
Custom Statuses — Any statuses your team has added. This section is where you create and manage your own.
Only organization admins can create, edit, or remove custom statuses. All team members can view and use them.
Creating a Custom Status
In the Visits settings section, click the Add Status button below the existing status list.
A new row will appear with three fields to configure:
Name
Give your status a clear, descriptive name (e.g., "Waiting Room", "Lab Work", "Surgery Prep"). Names must be unique — you can't create a status with the same name as an existing one.
Status names must be unique and can't be the same as any other status (including built-in ones.)
Icon
Choose an icon that visually represents the status. Click the icon dropdown to browse from a set of veterinary and general-purpose icons, including:
Health & medical icons (stethoscope, pill, heart)
Animal icons (paw)
Workflow icons (clock, check, play)
Location icons (home, building)
And more
[Image: The icon picker dropdown showing the available icon options for a custom status]
Color
Select a semantic color to help your team quickly distinguish statuses at a glance. Available colors:
Color | Typical Use |
Default (gray) | Neutral or general-purpose stages |
Info (blue) | Informational or in-progress stages |
Warning (yellow/orange) | Stages that need attention |
Success (green) | Positive or completed stages |
Danger (red) | Urgent or critical stages |
Purple | Custom categorization |
[Image: The color picker showing all six semantic color options with preview badges]
Click Save to apply your changes.
[Image: The custom status editor showing a newly added "Waiting Room" status with an icon and color selected, and the Save button highlighted]
Managing Custom Statuses
Editing a Status
Click on any field (name, icon, or color) of an existing custom status to modify it. Changes won't take effect until you click Save.
Renaming a status will update it everywhere it appears, including on the Active Cases board and in visit history.
Deactivating a Status
If a status is no longer needed but you want to keep historical data intact, you can deactivate it instead of removing it:
Click the toggle button next to the status you want to deactivate.
The status will be grayed out in the settings list.
Click Save to confirm.
Deactivated statuses:
Will no longer appear as an option when updating a visit's status.
Will no longer appear as a column on the Active Cases board.
Visits that had the deactivated status will be grouped under an "Other" column on the board.
[Image: The Active Cases board showing an "Other" column containing visits with a deactivated custom status]
Reactivating a Status
To bring a deactivated status back, click the toggle button again and save. The status will reappear across the application.
Removing a Status
To permanently remove a custom status:
Click the remove button (trash icon) next to the status.
The status will be removed from the list.
Click Save to confirm.
Removing a status is permanent. Any visits that had the removed status will appear under the "Other" column on the Active Cases board. Consider deactivating instead if you may need the status again.