Booking Statuses

Every booking in Resytech moves through a series of statuses that reflect its lifecycle. Statuses control visibility, reporting, and trigger automated workflows.

Status Types

Resytech uses four core booking statuses:

Draft

Draft bookings are used when you want to prepare a booking without committing to it. Drafts:

• Do not send any customer notifications
• Are not included in capacity calculations
• Can be promoted to pending or confirmed when ready
• Are useful for tentative holds or bookings being prepared by staff

Pending

The booking has been created but not yet confirmed. This may mean:

• Payment hasn't been received
• Manual approval is required
• The booking was just created and needs review
• An invoice has been sent and is awaiting payment

Pending bookings can be configured with auto-expire rules to automatically cancel if not confirmed within a set time window.

Confirmed

The booking is confirmed and the customer is expected. This is the standard "active" state. Confirmed bookings:

• Are included in capacity calculations and availability checks
• Appear prominently on the calendar
• Trigger confirmation notifications to the customer (if configured)

Canceled

The booking has been canceled. Cancellation can be initiated by:

• The customer (through the self-service booking management portal, subject to cancellation policy rules)
• Staff (from the dashboard)
• The system (via auto-expire rules)

When a booking is canceled, the system records:

• Reason — why the booking was canceled
• Canceled by — who initiated the cancellation (customer, staff member, or system)
• Refund processed — whether a refund was issued
• Refund amount — the amount refunded
• Refund method — how the refund was processed
• Trip protection — whether the customer had trip protection and the coverage amount

Canceled bookings release their capacity back to the schedule and can trigger refund workflows depending on your cancellation policy.

Status Transitions

The typical booking lifecycle follows this flow:

Draft --> Pending --> Confirmed --> (experience takes place)
                  \-> Canceled
           Pending --> Canceled (via auto-expire or manual)
         Confirmed --> Canceled

Any status can transition to any other status from the dashboard. There are no hard restrictions on transitions — staff have full control. However, each transition is logged in the audit trail.

Equipment oversell guard

Draft and canceled bookings do not hold equipment inventory, so other bookings can fill the same time slot while one sits in those statuses. When you promote a draft or canceled booking to pending or confirmed, the system checks whether its equipment still fits the remaining capacity for its time window (counting other pending/confirmed bookings and any partial equipment blackouts). If the promotion would oversell equipment, the dialog shows exactly what is oversold — for example "Jet Ski: needs 2, only 1 free" — and asks you to confirm before applying the change. Confirming proceeds anyway; operators can deliberately overcommit. Transitions between pending and confirmed never trigger this check, since the booking already holds its inventory.

Changing Status

To change a booking's status:

1. Open the booking detail view
2. Click the current status badge in the header
3. The Change Status dialog opens
4. Select the new status
5. Confirm the change

Status changes are recorded as status_change events in the booking's event log, capturing both the old status and the new status.

Status changes can trigger automated workflows if configured. See Marketing & Automation for details on setting up workflow triggers.

Auto-Expire

Bookings can be configured to automatically change status after a set period. This is managed from the Auto-Expire tab in the booking detail:

When a booking auto-expires, it is logged as an expired event in the audit trail. Changes to auto-expire settings are logged as auto_expire_change events.

Auto-expire is commonly used for:

• Pending bookings awaiting payment — cancel after 48 hours if no payment is received
• Draft bookings — clean up drafts that were never finalized
• Hold-and-release workflows — temporarily hold capacity and release it if the customer does not confirm

Invoice-Driven Confirmation

Invoices can be configured with a Confirm on Pay flag. When enabled, the booking automatically transitions to "confirmed" when the invoice is paid. This creates a seamless flow:

1. Staff creates a booking in "pending" status
2. Staff sends an invoice to the customer
3. Customer pays the invoice
4. Booking automatically moves to "confirmed"
5. Confirmation notification is sent to the customer

For a Confirm on Pay invoice on a draft booking, the equipment oversell guard also applies at payment time: if the draft's equipment has since been taken by other bookings, the invoice page shows "no longer available, contact us" instead of accepting payment, since paying would auto-confirm an oversold booking. Resolve the conflict (or promote the booking from the dashboard, which offers the override) and the customer can pay normally.

Filtering by Status

Use the status filter on the calendar or booking list to quickly find bookings in a specific state. This is useful for:

• Reviewing pending bookings that need confirmation
• Finding drafts that need to be finalized or cleaned up
• Auditing canceled bookings for refund processing
• Viewing only confirmed bookings for operational planning

Customer Self-Service Cancellation

If enabled in your location's customer booking management settings, customers can cancel their own bookings through the self-service portal:

Activity Voucher bookings

For bookings funded by Activity Vouchers, customers review the outcome for each voucher before confirming an online cancellation. Each voucher's purchased policy determines whether it is restored for another eligible booking or forfeited. Restoration keeps the original code, dates, exclusions and eligible products. Cancelling a booking does not refund the voucher purchase. Payments already collected for extra rentals, add-ons or tips stay recorded; refunds of those are your decision.

Online cancellation needs a future Confirmed booking that has not checked in and is inside the location's cancellation window. Leaving the window empty still requires cancelling before departure. Bookings with a gift card applied, OTA bookings and bookings whose vouchers are restricted need operator assistance; customers see contact options instead of the cancel dialog.

When you cancel a voucher booking from the dashboard, the Change Status dialog adds a Voucher cancellation review where you choose the cancellation reason (customer cancellation, no-show or operator cancellation) and can record a booking-specific exception with a reason. An exception does not change the promotion's policy for other bookings.

Cancelled bookings with voucher history are reopened with Reinstate Booking, which replaces the generic status change. The original vouchers and the original departure must still be eligible and available; a restored voucher already used elsewhere cannot be reclaimed. Reinstatement keeps existing payments, refunds, products and prices, removes cancellation adjustments, and shows any remaining balance or refund due. It does not collect or refund money and does not offer an equipment oversell override.

If a confirmation result is uncertain, retry the saved request until it resolves. Replaying an earlier cancellation or reinstatement cannot undo a later booking change.

Related How-To Guides

• Update Booking Status
• Create a Booking
• Send Booking Invoice
• Reschedule a Booking