Bookings
Update Booking Status
How to change a booking's status between Confirmed, Pending, Draft, and Canceled in Resytech.
Every booking has a status that controls how it appears in the system and what actions are available. Change the status when a booking progresses through your workflow -- for example, confirming a pending reservation, or canceling a no-show.
Booking statuses
| Status | Color | Description |
|---|---|---|
| Confirmed | Green | The booking is finalized and the reservation is guaranteed. Appears on the calendar. |
| Pending | Orange | The booking is awaiting confirmation (e.g., waiting for payment or approval). Appears on the calendar. Supports auto-expire. |
| Draft | Purple | The booking is a preliminary record, not yet committed. Does not appear on the calendar. |
| Canceled | Red | The booking has been canceled. Does not appear on the calendar. Many editing operations are blocked. |
Changing the status
Quick confirm (Pending bookings)
If a booking is in Pending status, a dedicated Confirm Booking action appears at the top of the actions menu for fast one-click confirmation.
- Go to Bookings and open the pending booking.
- Click the actions menu (three-dot icon).
- Click Confirm Booking.
- Choose whether to notify the customer.
- Confirm the change.
Change to any status
- Go to Bookings and open the booking.
- Click the actions menu (three-dot icon).
- Click Change Status.
- In the dialog, select the new status from the dropdown:
- Confirmed
- Pending
- Draft
- Canceled
- Toggle Notify Customer to control whether the customer receives an email about the status change.
- Click Update to apply.
Cancel with refund
When canceling a Confirmed booking, a dedicated cancellation flow is available that supports refunds:
- From the actions menu, click Cancel.
- The system shows a cancellation preview with:
- The booking's financial summary (grand total, total paid, current balance).
- Trip protection details (if applicable): coverage amount, coverage type, claim deadline.
- Suggested refund amounts: full refund, trip protection coverage amount, or protection cost only.
- Available payments that can be refunded, with their refundable amounts.
- Configure refunds:
| Field | Description |
|---|---|
| Reason | Explain why the booking is being canceled. |
| Notify Customer | Whether to send a cancellation email. Enabled by default. |
| Refunds | Add one or more refund items. For each refund, specify the amount, method (Stripe, manual, or credit), and any relevant details. |
Refund methods:
| Method | Description |
|---|---|
| Stripe | Refund to the original Stripe payment. Requires the PaymentIntent ID. Optionally refund the application fee. |
| Manual | Record a refund issued outside the system (cash, check, bank transfer). Provide a reference ID and notes. |
| Credit | Apply the refund as account credit for the customer. |
- Click Cancel Booking to process. The system updates the status, processes all refunds, and optionally notifies the customer.
Notification behavior
| Status Change | Email Sent (if Notify Customer is on) |
|---|---|
| Any status to Confirmed | Confirmation email |
| Any status to Pending | Status alert email |
| Any status to Draft | Status alert email |
| Any status to Canceled | Cancellation email |
The email includes the booking's confirmation code, activity details, date, time, and the new status.
Auto-expire (Pending bookings only)
Pending bookings support automatic status changes on a timer. See the Auto-Expire tab on any Pending booking to configure:
| Field | Description |
|---|---|
| Expire Date | The date the booking should expire. |
| Expire Time | The time of day the booking should expire. |
| Expire Status | The status to move to when the booking expires: Canceled or Draft. |
| Notify Customer | Whether to send an email when the booking expires. |
When the expiration time arrives, a background job automatically changes the booking's status. This is useful for holding time slots for customers who haven't paid yet.
Restrictions
- Canceled bookings can be reactivated. You can change a Canceled booking back to Pending, Confirmed, or Draft. However, the original time slot may no longer be available.
- Changing to Canceled does not automatically issue refunds unless you use the dedicated cancellation flow. Simply changing the status to Canceled through the Change Status dialog skips the refund process.
- Auto-expire only applies to Pending bookings. The Auto-Expire tab does not appear for other statuses.
Tips
- Use Pending for bookings awaiting payment. When a customer books by phone but hasn't paid, set the status to Pending with an auto-expire timer. If they don't pay within the window, the booking automatically moves to Canceled or Draft, freeing the time slot.
- Draft is useful for tentative reservations. Drafts don't consume availability on the calendar, so they won't block other customers from booking. Use Draft status when a reservation is in early planning stages.
- Always use the Cancel flow for Confirmed bookings with payments. This ensures refunds are processed properly and the customer is notified. Changing to Canceled via the generic status change skips the refund workflow.
- The event log tracks all status changes. Every status change is recorded in the booking's Event Log section (under the Miscellaneous tab) with a timestamp and the user who made the change.