Prerequisites:
- Booking Statuses are available to those using items (Inventory > Items), a feature of our classic version of Checkfront.
- Interested in using Booking Statuses with products (Inventory > Products)? Your account must be a member of our Early Access Program. Please reach out to Checkfront Technical Support to learn more.
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Early Access Program The new product feature mentioned in this article is currently part of our Early Access Program, which means it is available to select Customers to try out and provide us with feedback. To learn more about becoming part of our Early Access Program check out our related blog post or contact our Technical Support team. Find our complete set of help articles related to the Early Access Program here: Early Access Program. |
Status Types
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Using statuses, you can determine when an invoice is presented. Some of these statuses are automatically set by the system when certain functions are performed.
For example, if a partial payment is applied to an invoice, then the system sets the status as Deposit. If full payment is applied to an invoice, then the status is Paid.
You can also manually apply statuses to update the progression of the booking.
An example of this might be a customer paying their balance in situ with cash. You can simply pull up the invoice, change the status to Paid, and apply a POS payment to balance the books.
So let's have a look at the system statuses. You are free to change the labels on these to suit the needs of your business, but the status IDs are not user-configurable due to their roles within the system.
Pending:
A locked status can be used to hold a booking pending confirmation. Inventory is set aside while the invoice is pending.
Reserved:
A locked status used to confirm the completion of a booking, with or without a payment. Inventory is set aside and unavailable for further bookings.
Deposit:
A locked status used by the system when a partial payment has been applied to a booking. For more information on deposits, click here.
Paid:
A locked status set by the system after an invoice has been paid in full through a Payment Provider keeping in mind that this means the transaction has been authorized for payment and potentially paid out. How long it takes for the deposit to arrive in your bank account depends on your payout schedule with your Payment Provider.
This status can be set manually if payment is received by POS. Inventory is set aside and unavailable for further bookings.
Waiting:
Unlocked status by default. Similar to pending, but the item or product booked is not held aside while the booking is being confirmed.
Cancelled:
An unlocked status used to cancel a booking and return items or products to inventory when a payment has been applied to the invoice.
Void:
An unlocked status, similar to Cancelled, used to void a booking and return items or products to inventory. A booking can only be marked as void if no payments have been applied to it.
If payments have been applied, then the void option is not available for use and Cancelled should be chosen instead.
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Void bookings are only held in the system for 30 days (aside from permanent notations within the Account Activity report showing the Void event). This provides you with a window of opportunity to reconcile your reports and our Support team to better troubleshoot missing payments etc. If you would prefer to retain the booking records in your system, then please use the Cancelled status instead of Void. |
Pre-Booking:
After the Customer Booking Form is submitted and the payment page is arrived at, this locked status is used to hold a booking until payment is completed.
If your Ecommerce settings do not require any payment to complete a booking, then the Status automatically sets to the Default Customer booking status found under Manage > Setup > Configuration.
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Pre-bookings are only held in the system for 30 days (aside from permanent notations within the Account Activity report showing the Pre-booking or Void event). This provides you with a window of opportunity to reconcile your reports and our Support team to better troubleshoot missing payments etc. Inventory within Pre-Bookings is held for 15 minutes. If the hold time passes before the booking is completed, then the inventory is released unless the Customer chooses to extend the time at the last minute with the automatically provided extension option. There is no option to adjust the default Pre-Booking hold time. |
Paid in GYG:
For those with the GetYourGuide integration, bookings display with a status of Paid in GYG. You can change the label and colour of this Status; however, the ID is fixed and cannot be edited.
For more information about the GetYourGuide integration, please read GetYourGuide: Introduction.
< Booking Status: Introduction | Booking Status: Changing the Status >