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How do I postpone a booking?

Keep your bookings flexible and your Customers happy by learning how to postpone a booking in Checkfront. This guide shows you how to reschedule reservations with ease.

Learn how to postpone a Customer booking using custom statuses. 

 

Accessing the features mentioned in this article


Where can I find this feature using the top menu?

  • Reports > Booking Index
     

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 using classic items (Inventory > Items) and our classic version using classic products (Inventory > Products).  → Learn more about products

 

Overview

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Do you need to postpone a booking to a later date or indefinitely? The best way to do this is to create a custom status that does not lock inventory and then associate the postponed bookings with that status. This solution frees up the associated inventory while retaining the booking and existing payments for rescheduling at a later date.

These are the four steps involved at a high level. You can also follow the detailed steps below.

  1. Create New Status
  2. Change Status of Booking
  3. Report on Postponed Bookings
  4. Reschedule Bookings

 

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What is a booking status?

A booking status acts as a visual label and functional state for each booking in your system.

 

Adding new statuses

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Layout settings page showing a list of booking statuses with an option to add a new status.

First, you need to create a new Status.

  1.  Go to Manage> Layout in the top menu.
  2.  Find the quick +Add button at the bottom left of your list of statuses. Clicking +Add will open the new Status modal.
  3. Give the status a Name that conveys its purpose, such as POSTPONED.
  4. The Status ID field automatically populates with an abbreviated version of the name, for example, POSTP. You can edit the Status ID or keep the suggested value.
  5. Deselect the Lock checkbox next to the new status. Deselecting this checkbox frees any inventory associated with bookings that are assigned this status.

Feel free to change the status colour if you wish!
 

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Learn more about booking statuses

For a detailed look at configuring booking statuses, check out the following article:

 

Changing booking statuses

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Booking invoice interface showing a postponed status label with customer and payment details.

Next, you need to change the status of each booking.

  1. Go to the Reports menu at the top of the page and select Booking Index.
  2. Find the booking you want to postpone, then click the Booking ID to edit.
  3. From the Booking Invoice, select the Status drop-down menu. The current status might be Paid or Deposit.
  4. From the Status menu, select your new status, such as POSTPONED. Changing the status immediately frees up the inventory associated with the booking.

 

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Learn more about the booking invoice

For a detailed look at booking details and the Booking Invoice, check out the following article:

 

Reporting on postponed bookings

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Booking index page with filters applied to show bookings by postponed status. When it's time to reschedule the booking, you can find it in the Booking Index.

  1. Go to Reports > Booking Index.
  2. Select your custom status, for example, POSTPONED, within the Status drop-down menu.
  3. All bookings listed are those with your custom status. You can filter or sort the records to find the bookings you would like to reschedule.

 

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Learn more about the Booking Index

For a detailed look at booking details in the Booking Index, check out the following article:

 

Rescheduling bookings

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Booking edit screen displaying postponed booking items with editable customer details.

Finally, you need to reschedule the booking.

  1. From the Booking Index (Reports > Booking Index), click on the Booking ID for the booking you want to change.
  2. From the Booking Invoice, click Edit at the top of the page.
  3. Next, click the Change button for the product/item you need to reschedule.
  4. Move the booking to new dates from the Change Item modal by changing the Item or the Date.
  5. Return to the Invoice tab and update the invoice status from POSTPONED to the appropriate status, such as DEPOSIT or PAID.
  6. Collect payment or issue a refund for any outstanding amounts!

 

Callout icon of a cap and certificate, indicating additional learning resources.

Learn more about the booking invoice

For a detailed look at booking details and the booking invoice, check out the following article:

 

 

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