Booking Status

The Booking status serves two main purposes: it provides an indication to members and guests of the status of a booking that is being scheduled and it controls what happens when changes are made as described below.

By default, all new bookings will start with Draft status. This is so that the owner and/or organizers can make changes to the booking before notifying other participants. Once you are ready for participants to be alerted to the booking, modify its status to Scheduled and any subsequent changes to the booking will notify all impacted users and groups.

You can make as many changes as you want to a booking while it is in Draft status. NOTE: you may also want to change a Scheduled booking back to Draft status while you make several rounds of changes to it and then change it back to Scheduled once you are ready to notify attendees and organizers of the changes.

Draft bookings will appear lighter and more transparent than Scheduled bookings on the calendar and timeline.

The Requested status is very similar to Draft status. The primary difference is that it was likely created through the public request process rather than by a manager or administrator. Often the Requested status is used to represent that the designated owner is an individual that doesn't have the authority to promote a booking to Scheduled status nor can the owner make other modifications. As with Draft bookings, participants and organizers will NOT receive notifications while modifications are being made to bookings in the Requested status.

You are not required to "promote" a bookings from Requested to Draft before changing it to Scheduled, although you certainly can if that helps provide clarity in your organization.

Requested bookings will appear even lighter and more transparent than Draft bookings on the calendar and timeline.

Once a booking is confirmed and ready to be shared, you should change it to Scheduled status. Attendees and organizers of the booking will receive a notification with details about the booking. Subsequent changes to the booking will generate additional notifications to the users. You can "demote" a booking to Requested or Draft status at any time, just be aware that users will not be notified of any changes while in one of these statuses.

At any time, you can mark a booking as Canceled. This is not the same as deleting a booking. Canceled bookings will still show on the calendar, but with a visual indication that they are canceled. You may want to do this so that attendees are not confused by something missing from the calendar altogether.

Canceled bookings will release any space and resource reservations that may have existed for them, so that others can book these spaces and resources.

If you want to remove a Canceled booking from the calendar completely, you can simply delete the booking. WARNING: there is no way to restore a deleted booking, so you should use the Canceled status for any booking you may want to refer back to or restore.

Typically, bookings with the Requested status will get acted upon as necessary and then changed to either Denied or Scheduled. If a booking is denied, the requestor is notified immediately so that they can decide if they want to make a modified request. On the calendar and timeline, Denied bookings will still show on the calendar, but with a visual indication that they have been denied (very similar to Canceled bookings). If you want to visually distinguish between Denied and Canceled bookings, you can use the "Color By Status" feature. Just like with Canceled, choosing the Denied status is not the same as deleting a booking. One additional distinction between Canceled and Denied applies to bookings published to the public calendar. Unlike Canceled bookings, Denied bookings are not represented on the public calendar.

Denied bookings will release any space and resource reservations that may have existed for them, so that others can book these spaces and resources.

If you want to remove a Denied booking from the calendar completely, you can simply delete the booking. WARNING: the requester will not be able to see anything about their request once it has been deleted, so you may want to leave it in Denied status indefinitely.