How to limit the time an order is in a certain status? (For Admins)

A business owner can monitor whether employees are processing orders on time. To do this, it’s enough to set a time limit for how long an order can remain in a specific status.

Written by Владислав Пономарь

Updated 10 hours ago

Each stage requires a different amount of time, so it's recommended to set the number of days individually for each status.

This allows you to:

compare managers performance;
track which employees are missing deadlines;
identify “weak spots” in the sales chain—where the most time is spent.

How to Set a Maximum Time for an Order to Stay in a Status?

To define time limits, go to Settings → Orders → Statuses and click the Edit button:

The status editing window is the same as when adding a new one.

Enter the desired number of days in the Maximum time in status field and click Save.

How to Know if an Order is Expired

If an order stays in a certain status longer than the time limit set in your settings, a special icon will appear next to the status (in both the table and detailed order view):

How to Find Expired Orders

To see which orders are marked as Expired, use the Expired Orders filter.
You can combine it with other parameters and save it as a template for quick access in the future:

How You Can Use Time Limits on Statuses

Create a separate status and track overdue orders that require prepayment.
Monitor orders that are delayed in manufacturing.
Track unclaimed parcels from Nova Poshta.

Note: Trigger automation in KeyCRM is an advanced feature for setting automatic actions based on specific conditions. The maximum time in status setting is not connected to triggers. So if you need automated actions — they must be configured separately.

This article covered how to set time limits for order statuses and how to manage expired orders afterward.

Tags: overdue order, overdue, time limit, maximum time, limit time, time restriction, order time, find order, delay

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