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Changing the status of a booking

Updating a booking’s status helps you accurately track progress, manage inventory, and trigger the proper notifications for your Customers and Staff.

Statuses can be changed manually or automatically, depending on your workflow setup.

Learn how to change the status of a Customer booking, including sending notifications related to the status.

New to booking statuses? Read the first article in this series for an introduction to Booking Statuses.

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • Reports > Booking Index > Booking Details
     

What more do I need to use this feature?

Which Checkfront version supports this feature - classic items, classic products, or both?

  • This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products).  → Learn more about products

 

Why change a booking's status

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You may need to update a booking’s status to:

  • Reflect changes such as payment received, refund issued, or cancellation
  • Trigger or suppress email notifications
  • Release or reserve inventory
  • Keep reporting accurate and up-to-date

 

How to change a booking's status (step-by-step)

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Follow these steps to update the booking status directly from the Booking Details or Invoice view:

  1. Open the booking’s Invoice or Booking Details page.
  2. Click the colored status button showing the current status (e.g., Pending, Paid).

    Booking invoice screen for a customer showing pending status and balance due, followed by a confirmation popup to update the booking to paid with email notifications and POS payment options.
     
  3. From the dropdown, select the new status.
  4. A confirmation window appears with two options:
  5. Send email notification — Check to send a notification; uncheck to skip it.
  6. Apply POS payment — (Available for “Paid” statuses). Choose whether to record a payment in your POS.

    Confirm update popup asking to change booking status to paid with checkboxes for sending email notifications and applying a POS payment.
     
  7. Click the Update button to confirm the change.
  8. Review the booking to ensure the status, payment details, and notifications have updated correctly.
Callout icon of a bell, indicating alert.

Locked statuses

If a status is locked, then any inventory on the invoice becomes unavailable for booking by anybody else.

Using locked statues is standard practice for most Checkfront users. However, there may be configurations, such as with the Waiting status, where you don't want the inventory to be set aside. In a case like this, you can uncheck the status Lock option.

You can also create additional custom statuses for greater control.

 

Customer Directory and locked statuses

If a new Customer creates a booking and the booking status is not locked, the system adds the new Customer to your Customer Directory.

 

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Choosing not to send email notifications

Choosing not to send an email notification for a booking status change prevents only instant notifications attached to that status from being sent at that time. The system continues to send scheduled notifications as planned.

 

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Learn more about email notifications

For a detailed look at setting up email notifications, check out the following article series:

 

Next Steps

In the following article, we look at working with custom Booking Statuses.

 

 

< Understanding Booking Status types     |     Working with custom Booking Statuses >

 

 

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