Booking and Payment Statuses
A booking has two separate states. Booking Status describes the reservation; Payment Status describes its money. Read both before changing a record under DayTidy → Bookings. A confirmed reservation can still be unpaid when you collect payment in person.
Booking status and capacity
Section titled “Booking status and capacity”| Status | Meaning | Reserves capacity |
|---|---|---|
| Pending | Reservation awaiting its next decision or completion step | Yes |
| Confirmed | Reservation accepted | Yes |
| Completed | Reservation marked fulfilled | Yes |
| Declined | Reservation rejected | No |
| Cancelled | Reservation cancelled | No |
| Expired | Reservation expired | No |
| Failed | Reservation failed | No |
Completed records continue to account for the capacity of their booked sessions. Do not change historical records merely to make a future date available; inspect the future session and its rules instead. Pending reservations also count, so an apparently unconfirmed booking can explain why another customer cannot reserve the same capacity.
Payment status
Section titled “Payment status”| Status | What staff should check |
|---|---|
| Unpaid | Money has not been recorded as received |
| Pending | Payment is awaiting its next processing step |
| Paid | Payment is recorded as received |
| Failed | The payment attempt failed |
| Not Required | No payment is needed |
| Partially Refunded | Part of the payment was refunded |
| Refunded | Payment is recorded as refunded |
These are operational states, not an independent bank statement. For online payment problems, reconcile the gateway transaction before making a manual correction.
Change a status safely
Section titled “Change a status safely”- Locate the exact booking and check its reference, offering, sessions, and customer.
- Read both status fields and the payment information.
- Choose the appropriate Booking Status or Payment Status in the record. If cancelling, enter the Cancellation Reason when shown.
- Save the record and check the result. A rejected transition needs investigation; do not keep trying unrelated statuses.
- Reopen the booking and confirm the persisted values. If the change should release capacity, check the relevant public session as well.
Changing payment status is not the same as collecting money. Cancelling a booking does not automatically return a gateway charge. Use the separate refund workflow.
Why a status change can be rejected
Section titled “Why a status change can be rejected”Completion requires a Confirmed reservation with payment recorded as Paid, Not Required, Refunded, or Partially Refunded. Unpaid, Pending, or Failed payment does not satisfy completion. The admin save can confirm an otherwise eligible reservation before completing it; verify the final saved states.
Once payment is Refunded, ordinary status edits cannot reset it to Paid or Unpaid. Partially Refunded can remain partial or progress to Refunded. Terminal booking states (Declined, Cancelled, Completed, Expired, and Failed) also restrict payment changes to eligible refund transitions from an already paid/refunded state. Reconcile mistakes through the supported workflow rather than repeatedly changing dropdowns.
Selecting Partially Refunded without an amount records a payment state; it does not itself create an amount-bearing refund-history entry. See refund operations before using that label for financial reconciliation.
Example: confirmed but unpaid
Section titled “Example: confirmed but unpaid”A customer reserves a consultation and will pay at reception. Confirmed / Unpaid can accurately describe that arrangement. After staff verify collection, they can reconcile the payment record. Cancelling that reservation releases its capacity but should not be used as a shortcut for documenting whether money was collected or returned.
For the actual operation, continue with manual booking, rescheduling, or customer cancellation.