Colab Statuses, Closing, and Reopening

What the Statuses Mean

Every Colab has a status, shown as a colored pill. It tells you where the lead or job stands. This applies on both plans, Basic and KeyBolt Pro.

• Unassoc (amber). A new lead that isn't tied to a customer in your records yet. New inbound from an unknown number or email starts here.
• Open (blue). Tied to a customer and still active. This is the working state for most Colabs.
• Job Created (green). You converted it into a job.
• Estimate Created (teal). You converted it into an estimate.
• Closed (gray). The work is done.
• Cancelled (gray). No work happened (wrong number, spam, customer backed out).

Converted Colabs (Job Created and Estimate Created) stay active so you can keep talking to the customer about the work. They aren't 'done' just because they converted.

Closing vs Cancelling

Both move a Colab off your active list and into the Closed tab, but they mean different things:

• Close means the work is finished and handled.
• Cancel means nothing came of it. Use this for spam, a wrong number, or a customer who never booked.

Owners, managers, and dispatchers can close or cancel a Colab using the buttons in the top action bar.

Picking a Reason

When you close or cancel, KeyBolt asks for a reason. Picking one is optional but recommended. Choices include 'Booked through another channel', 'Spam or robocall', 'Duplicate of another lead', 'Wrong number', 'Outside our service area', 'Service we don't offer', 'Customer not ready to book', 'Price was too high', 'Couldn't reach the customer', and 'Other'. There's also a free-text Notes box for anything your team should know.

If the lead came from Google Local Service Ads (a KeyBolt Pro feature), the reason matters: some reasons tell Google the lead was booked, and some, like spam or wrong number, automatically request a credit refund from Google so you don't pay for a junk lead. The reason picker shows a short hint under each choice telling you what it will do. On the Basic plan there's no LSA, so the reason is just for your own records.

Converted Colabs Auto-Close When Paid

When a Colab is converted to a Job and that job's invoice is paid, the Colab moves to Closed on its own. You don't lift a finger. The timeline logs an 'Invoice paid, Colab auto-closed' event.

Undoing a Conversion

Because a converted Colab is tied to a Job or Estimate, KeyBolt won't let you simply Close it by hand while it's converted, and it won't let you hide it from the inbox either. That protects the link to the job and your records. If you converted by mistake, delete the linked Job or Estimate first. That returns the Colab to Open, and then you can close, cancel, or reconvert it. See Convert and Merge Colabs.

Closing Several at Once

From the Inbox list, owners, managers, and dispatchers can select multiple Colabs with the row checkboxes, then use the bar that appears to Close or Cancel all of them at once. If some can't be closed (for example, ones already converted), KeyBolt tells you how many went through and how many were skipped.

Hiding a Colab From the Inbox

If a Colab is clutter you never want to see again, select it in the Inbox and tap Delete. This hides it from the Inbox and the detail view. The underlying records and any linked Job, Estimate, or audit history stay intact behind the scenes. Converted Colabs can't be hidden this way until you delete their linked Job or Estimate first.

Does a Closed Colab Reopen by Itself?

No. A closed or cancelled Colab does not pop back open on its own. If the same customer texts you again a short time later, within a few days, KeyBolt attaches the new message to a Colab that's still Open. If there's no open Colab, KeyBolt starts a fresh one for the new conversation rather than reopening the old finished one. This keeps a brand-new request from getting buried inside a job you already wrapped up. The old, closed Colab stays in the Closed tab as a record of what happened.