How to Build a Tracking System in Bubble

Create two Data Types. 'TrackableItem' with: tracking_id (text — unique identifier), title (text), current_status (Option Set), owner (User), assigned_to (User), created_date (date), estimated_completion (date). 'StatusUpdate' with: item (TrackableItem), old_status (text), new_status (text), updated_by (User), notes (text), Created Date (auto). Create a 'TrackingStatus' Option Set with your stages: Pending, Processing, In Transit, Delivered (or whatever fits your use case). Add a display_order attribute to the Option Set.

Create a workflow for updating item status. When the status change button is clicked: first create a StatusUpdate record capturing the old and new status, then Make changes to the TrackableItem setting current_status to the new value. This two-step approach maintains a complete history while keeping the current status easily accessible. Add a notes Input so the updater can add context to the change. Trigger notifications after the status update.

On the item detail page, add a vertical timeline UI. Use a Repeating Group of StatusUpdate where item = current item, sorted by Created Date ascending. Each cell shows: a colored dot (green for positive statuses, gray for neutral, red for issues), the status name, timestamp formatted as 'March 28, 2026 at 2:30 PM', the updater's name, and any notes. Connect the dots with a vertical line using a thin Group with a colored border. Style the most recent update as larger and highlighted.

After creating a StatusUpdate in the workflow, add notification actions. Send an in-app notification to the item owner when status changes. Send an email with the new status and any notes. For important transitions (like 'Delivered'), send a push notification if configured. Create different email templates for each status transition to provide relevant information. You can also send notifications to the assigned_to user if the status requires their action.

Create two dashboard views. For administrators: a summary page showing counts per status (how many items in each stage), a table of all items with filtering by status, assigned user, and date range, and alerts for items stuck in a status too long. For end users: a simple tracking page where they enter a tracking ID and see their item's current status, timeline, and estimated completion. Add a progress bar showing the item's position in the overall workflow using the status display_order relative to total stages.