Every booking created in Eventixa is assigned a Booking Status that represents its current state. Booking statuses help organizers track registrations throughout their lifecycle, from the moment a booking is created until it is completed, cancelled, or refunded.

Booking statuses are automatically updated during normal booking workflows, but administrators can also perform certain status changes from the Booking Details page when permitted.

Booking Lifecycle

A booking progresses through one of the following statuses.

Customer Registration
        │
        ▼
Pending
        │
        ├──────────────► Cancelled
        │                     │
        ▼                     ▼
Completed ───────────────► Refunded

The available transitions depend on the current booking state and payment method.

Available Booking Statuses

Eventixa currently supports four booking statuses.

Status	Description
Pending	The booking has been created but is awaiting completion or payment.
Completed	The booking has been successfully completed and the attendee is registered.
Cancelled	The booking has been cancelled and is no longer valid.
Refunded	The booking has been refunded after being cancelled.

Pending

A booking enters the Pending status when it has been created but has not yet been successfully completed.

Common situations include:

• Waiting for payment
• Offline payment awaiting confirmation
• Registration not yet finalized

Example:

Booking Status: Pending
Payment Status: Pending

Pending bookings remain visible in the booking list and can later become Completed or Cancelled.

Completed

A booking is marked as Completed after the registration has been successfully finalized.

For completed bookings:

• The attendee is successfully registered.
• Ticket inventory is reserved.
• Booking confirmation emails have been processed.
• The attendee appears in the attendee list.
• QR tickets and check-in become available (Pro).

Example:

Booking Status: Completed
Payment Status: Paid

Completed bookings represent successful registrations.

Cancelled

A cancelled booking indicates that the registration is no longer valid.

Common reasons include:

• Customer cancellation
• Administrator cancellation
• Payment not completed
• Registration withdrawn

When a booking is cancelled, Eventixa automatically synchronizes related booking information, including attendee records and ticket availability where applicable.

Cancelled bookings remain in the system for reporting and historical reference.

Refunded

A refunded booking indicates that the booking has been cancelled and marked as refunded.

When a booking is refunded:

• The booking remains in the system.
• The payment status is updated to Refunded.
• Booking history records the refund.

Important: Marking a booking as Refunded updates the booking record only. It does not automatically process a refund through Stripe, PayPal, or another payment gateway.

Gateway refunds must be completed directly through the respective payment provider.

Changing Booking Statuses

Administrators can update booking statuses from the Booking Details page.

The available actions depend on the current booking status and payment gateway.

Current supported workflow:

Pending
   │
   ├──► Completed
   │
   └──► Cancelled
            │
            ▼
        Refunded

Not every transition is available for every booking.

Payment Gateway Restrictions

Eventixa applies status restrictions based on the payment gateway.

Stripe

Payment status is managed automatically by Stripe.

Manual payment updates are not available.

---

PayPal

Payment status is managed automatically by PayPal.

Manual payment updates are not available.

Offline Payments

Administrators can manually complete the payment after confirming payment has been received.

RSVP Registrations

Since RSVP registrations do not require payment, payment status management is not applicable.

Automatic Synchronization

Whenever a booking status changes, Eventixa automatically updates related records.

This includes:

• Booking history
• Payment status (where applicable)
• Attendee records
• Ticket availability
• Registration state

This ensures booking information remains consistent throughout the system.

Booking Notes

Every booking status change is automatically recorded in the Booking Notes panel.

Typical entries include:

Booking status changed:
Pending → Completed

or

Booking status changed:
Completed → Cancelled

Each note records:

• Previous status
• New status
• Date and time
• User or system that performed the action

This creates a complete audit trail for every booking.

Viewing Booking Statuses

Booking statuses are visible throughout Eventixa, including:

• Tickets → Bookings
• Booking Details
• Booking Notes
• Reports (where applicable)

Status badges are color-coded for quick identification.

Status	Typical Badge Color
Pending	Yellow
Completed	Green
Cancelled	Orange/Red
Refunded	Gray

Best Practices

• Review pending bookings regularly to identify registrations awaiting action.
• Only mark offline payments as completed after payment has been confirmed.
• Cancel bookings that are no longer valid to maintain accurate attendance records.
• Process payment refunds through the payment gateway before marking bookings as refunded in Eventixa.
• Review Booking Notes to understand the history of status changes before making additional updates.

Tips

• Booking Status and Payment Status are separate values and may differ depending on the payment workflow.
• Every booking status change is automatically recorded in the Booking Notes section for future reference.
• Completed bookings automatically become part of your attendee management workflow, allowing organizers to view attendee information, generate reports, and, with Eventixa Pro, perform QR-based check-ins.