Reservation statuses
Each reservation follows a flow from creation to cancellation, completion, or deletion. Reservation statuses define where you are in that flow. Status changes explain why and what triggered that change.
The focus of this article is on regular accommodation reservations. Add-ons and activities are out of scope here.
Definition
A reservation status is the current standing of a reservation in the system. It is visible in both the Reservation Manager and Front Office Manager.
The status determines, for example:
- Whether a payment can be made on the reservation.
- Whether the reservation blocks the availability of the booked accommodation.
Reservation statuses
Status |
Definition |
Unit booked? |
|---|---|---|
Initial |
Draft booking created as soon as a booking process is initiated. The initial booking does not contain a reservation number. |
No |
Pre-booking |
Booking for a not-yet-released accommodation. Used to reserve space before rates are known. |
Yes |
On request |
Booking requiring owner approval (also used for booking restrictions). |
Yes |
Quotation |
Price request only. |
No |
Optional |
Non-confirmed booking that a customer can cancel without charges. |
Yes |
Provisional |
Confirmed booking without payment. |
Yes |
Definitive |
Confirmed booking with payment. |
Yes |
Checked in |
Customer has checked in (not directly tied to expected arrival date). |
Yes |
Checked out |
Customer has checked out (not directly tied to expected departure date). |
Yes |
Declined |
Confirmed booking which did not receive a payment on time. |
No |
Expired |
Non-confirmed booking that has reached expiration date. |
No |
Cancelled |
Cancelled booking that still needs financial settlement. |
No |
Definitive cancelled |
Cancelled booking that has been settled financially. |
No |
Deleted |
Deleted draft booking . Cleaned out regularly. |
No |
Reservation status changes
Each reservation follows a flow from creation to cancellation, completion, or deletion. Status changes within that flow occur:
- Automatic (e.g. scripts cleaning out initial bookings).
- Manual (e.g. a front office user confirming check-in).
- Triggered (e.g. customer payment moving a booking from provisional to definitive).
Some examples of status changes:
| From | To | Trigger |
|---|---|---|
| Initial | Provisional | Customer books an accommodation |
| Provisional | Definitive | Payment is received |
| Definitive | Checked in | Customer arrives and front office checks in or keycard/barrier activated |
| Checked in | Checked out | Customer departs |
| Definitive | Cancelled | Customer cancels, financial settlement needed. |
| Cancelled | Definitive cancelled | Settlement completed, booking closed |
For a full overview of allowed and prohibited flows, see the Reservation Status Flow.