Availability Status — Signal When You're Reachable
Set online, occupied, or away—with a custom emoji, message, and auto-clear timer—so teammates know whether to expect a reply before they ask.
- Availability Status is available on every plan and is set from My Member Profile.
- Statuses: online and available, occupied, or away, with an emoji and a custom message.
- A status clears automatically after 30 minutes, 1, 2 or 4 hours, today, this week, this month, or at a custom date and time.
- A green dot shows online and a red dot unavailable, on record previews and in the Member Directory.
What Is Availability Status?
Availability Status is a SmartSuite member-profile capability that lets each user broadcast their current availability—online and available, occupied, or away—with an optional custom emoji and message. It helps teams route questions and assignments to people who can actually respond: a green dot signals a Member is online, a red dot signals unavailable, visible on record previews and in the Member Directory.
Status Controls
Set Availability Status With Emoji, Messages, and Auto-Clear Timers
Open My Member Profile and choose Set Availability Status: pick an emoji or symbol, type a custom message like “On a call” or “At lunch,” and choose when it clears—30 minutes, 1 hour, 2 hours, 4 hours, today, this week, this month, or a custom date and time. The default is Don't Clear, so a status stays until you change it.
Heading out for longer? A custom “On vacation” status with a This Week expiration works as a lightweight out-of-office signal.
Workspace Visibility
See Teammates' Status on Records and in the Member Directory
Status follows people wherever they appear. Record previews show whether assignees and mentioned Members are online or unavailable, and the Member Directory shows every Member’s title, department, and status dot in one list.
Availability Status
Governed work runs on requests: evidence, approvals, sign-offs. Availability Status shows at a glance who can respond right now—on the Record and across the Member Directory.
Before assigning a time-sensitive evidence request, a compliance manager scans the Member Directory for green dots. The request goes to a control owner who's online now, not one who signed off an hour ago.
During external audit fieldwork, the compliance team sets an occupied status with “In audit sessions—responses after 3 pm,” so requesters know when to expect answers without interrupting.
An assessor on a facility walkthrough sets a clipboard emoji with “On-site fieldwork” and a 4-hour auto-clear. Teammates know responses will wait until the walkthrough ends, and urgent items get routed to someone who's available.
Pair Availability Status with Comments & @Mentions—when a record preview shows the control owner you'd mention is away, assign the comment to the compliance Team instead and keep the review moving.
Availability Status is a member-profile feature that lets each user broadcast their current availability—online and available, occupied, or away—with an optional custom emoji and message, shown as a colored dot on their profile.
Open My Member Profile from the top-right dropdown and choose Set Availability Status. Pick an emoji or symbol, type a custom message, and optionally set an auto-clear timer.
A green dot signifies a Member is online, and a red dot signifies a Member is unavailable. The dot appears alongside any custom emoji and message the Member has set.
Yes. Auto-clear timeframes include 30 minutes, 1 hour, 2 hours, 4 hours, today, this week, this month, or a custom date and time. The default is Don't Clear, which keeps the status until you change it.
There's no dedicated out-of-office mode by name, but you can approximate one with a custom status and emoji—such as “On vacation”—combined with a longer expiration like This Week.
In two places: any record preview showing assignee or mentioned-member status, and the Member Directory, which displays availability across the whole Workspace.
Know Who's Reachable Before You Ask
A glance at the status dot replaces the “are you around?” message—across every Record and the whole directory.