The Booking Status is separate from the Payment Status, which reflects whether the client has paid in full, partially, or not at all.
Booking Status helps your team understand where a reservation stands — from early inquiry to final closeout.
Booking Lifecycle Overview
Status | When It's Used | Visible on Calendar? | Triggers Scheduling? |
Draft | Inquiry or booking in progress | No | No |
Confirmed | Booking is accepted and active | Yes | Yes |
Settled | Trip is completed and reconciled | Yes (crossed out) | No |
Cancelled | Manually cancelled or archived | No | No |
Draft
What it is: A draft is a booking in progress — typically used when building a proposal or responding to a client inquiry.
Does not show on the calendar or trigger any scheduling.
Common for:
Internal planning
Saving notes before confirmation
Drafting trips for client review
Pro Tip: You can send an invoice from a draft. If the client pays, the booking automatically becomes Confirmed.
Confirmed
What it is: A confirmed booking is ready to go — it creates calendar entries and allows guide assignments.
Can be confirmed:
Manually, with or without sending a client email
Automatically, when a client pays an invoice from a draft
Use cases:
Repeat clients or internal trips (manual confirmation)
Automated transitions from draft (via paid invoice)
Note: A booking can be Confirmed even if the Payment Status is still Unpaid, Deposit Paid, or Needs Payment. “Confirmed” only means it’s officially scheduled.
Settled
What it is: The trip is complete, and all follow-up tasks are done.
Used after:
Services are delivered
Guides are paid
All payments are reconciled
Behavior:
Booking is crossed out on the calendar
Functions as a soft archive
Cancelled
What it is: A booking that has been intentionally cancelled.
Can be cancelled:
Draft bookings are always canceled quietly — no client notification is sent, since a draft is a working document the client hasn't been scheduled from.
Confirmed bookings send a cancellation email by default; you can check "Don't send cancellation email" during cancellation to skip it.
Behavior:
Booking disappears from active calendars
Refunds or credits can be handled manually
Any guide reports submitted before cancellation are deleted, whether or not the guide has been paid
⚠️ Note: Cancelling deletes any guide reports that were already submitted for the trip, along with their permit usage entries. This happens regardless of whether the guide has been paid.