Waiting on client describes a situation but does not explain what moves the work forward. A useful queue identifies the missing input, follow-up owner, next check and work that can continue independently.
1. Separate progress from the blocker
A task can be in progress and waiting for information simultaneously. Keep your existing progress or completion property. Add a Waiting On Select with Client, Internal team and External supplier. Leave it empty without an active waiting condition.
Add Blocker as Text, Follow-up Date as Date and Follow-up Owner as Person. These are suggested properties you create, not built-in task fields.
2. Describe the missing input precisely
Waiting for feedback is vague. Client needs to confirm whether homepage draft version 3 can proceed to production identifies the question and version.
For independent requests, use the client feedback tracker rather than burying unrelated questions in one blocker.
3. Create a client waiting view
Add a Table called Waiting on client. Filter Waiting On to Client and exclude completed tasks using your existing completion property. Show Task, Project, Blocker, Follow-up Date and Follow-up Owner. Sort the follow-up date ascending.
Keep this broad view available alongside a narrower reminders-due view. Otherwise a task without a follow-up date can remain out of sight.
4. Review a worked example
| Task | Blocker | Next check | Owner |
|---|---|---|---|
| Publish homepage | Approval of draft version 3 | Assigned | Project lead |
| Finalize brochure | Missing approved product image | Assigned | Designer |
| Prepare proposal | Unconfirmed requirements | Empty | Account owner |
The proposal needs attention despite having no reminder. Create a diagnostic view with Waiting On is Client AND Follow-up Date is empty, excluding completed work. Assign a sensible next check or record why a date has not been agreed.
Use the AND and OR guide when combining conditions.
5. Separate reminders from deadlines
Follow-up Date means check or contact again. Due Date is the deadline the task must meet. Changing a reminder does not change an agreed delivery commitment.
If the missing input affects delivery, record the impact and resolve the planning decision separately. Do not repeatedly move the deadline simply to stop it appearing overdue. See the overdue tasks guide.
6. Process a response before clearing the blocker
- Locate the original task.
- Check whether the response answers the specific question.
- Record its source or a concise summary.
- If incomplete, update the blocker and follow-up.
- If sufficient, clear Waiting On and the active follow-up date.
- Update the next execution action.
A reply saying Looks good, except the images still leaves a dependency when approved images are required.
7. Continue independent work
A blocked task does not necessarily block the entire project. Identify work that can proceed without assuming the missing answer. An internal checklist may be useful; building around an unconfirmed requirement may create avoidable rework.
At each review confirm the next follow-up or identify a concrete escalation. The queue should explain the next move.
Common mistakes
- Waiting as a parking place: identify the missing input and next check.
- Duplicate reminders: check existing responses first.
- Clearing after any reply: verify the required input is complete.
- Identical reminder dates: choose dates that fit each request and agreed workflow.
Frequently asked questions
Should Waiting replace my task status?
Not necessarily. A separate Waiting On property preserves progress information while identifying the dependency.
Is a waiting task automatically overdue?
No. Waiting describes a dependency. Overdue depends on its deadline and completion state.
What if the client replies without answering the question?
Keep the waiting condition active, clarify the remaining blocker and assign the next follow-up.
Can I use this for suppliers too?
Yes. Use External supplier and create a separate view for that waiting condition.
Should completed tasks stay in the waiting queue?
Exclude them. When closing a task, clear obsolete waiting information to avoid contradictory states.
Want this already built?
This guide shows you how to build and check the workflow yourself. For the wider client and project workspace, explore Freelancer CRM and compare its structure with how you work.