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Booking Notes

Booking Notes provide a complete activity log for every booking in Eventixa. They automatically record important events throughout the booking lifecycle, helping administrators track status changes, payment updates, and internal communication in a single location.

In addition to system-generated entries, administrators can also add their own private notes for future reference or internal team collaboration.

Accessing Booking Notes

To view booking notes:

  1. Navigate to Tickets → Bookings.
  2. Open any booking.
  3. Locate the Booking Notes panel on the right side of the Booking Details page.

All activity related to the booking is displayed in chronological order.

System Notes

Eventixa automatically creates notes whenever important booking events occur.

Examples include:

  • Booking created
  • Booking status changed
  • Payment status updated
  • Booking completed
  • Booking cancelled
  • Booking refunded

These notes provide a complete history of the booking without requiring any manual input.

Status Change History

Whenever a booking status changes, Eventixa automatically records the transition.

Example:

Booking status changed:
Pending → Completed

Booking completed after successful payment.

Another example:

Booking status changed:
Completed → Cancelled

Each entry records exactly how the booking progressed through its lifecycle.

Payment Status History

Payment updates are also recorded automatically.

Example:

Payment status changed:
Pending → Paid

or

Payment status changed:
Paid → Refunded

This makes it easy to review the payment history for any booking.

Administrator Notes

Administrators can add their own notes directly from the Booking Notes panel.

To add a note:

  1. Open the booking.
  2. Locate the Add Note text area.
  3. Enter your message.
  4. Save the note.

Administrator notes are intended for internal use only and are not visible to customers.

Common examples include:

  • Customer requested a callback.
  • Payment confirmed by bank transfer.
  • VIP guest requires wheelchair access.
  • Customer requested invoice correction.
  • Special seating arrangement confirmed.

Information Stored with Each Note

Every booking note automatically includes:

  • Note content
  • Date
  • Time
  • User or system that created the note

This creates a reliable audit trail for every booking.

Booking Timeline

Booking Notes provide a chronological history of booking activity.

A typical timeline might look like:

Booking Created
        │
        ▼
Payment Status:
Pending → Paid
        │
        ▼
Booking Status:
Pending → Completed
        │
        ▼
Administrator Note Added

This allows administrators to quickly understand what has happened since the booking was created.

Automatic Synchronization

Booking Notes are updated automatically whenever Eventixa performs important booking operations.

Examples include:

  • Booking status updates
  • Payment status updates
  • Booking completion
  • Booking cancellation
  • Booking refund

No manual action is required for these system-generated entries.

Internal Communication

Booking Notes are useful for sharing information between administrators and event staff.

Examples:

  • Customer contacted support regarding registration.
  • Invoice sent manually.
  • Complimentary ticket approved.
  • Special accessibility requirements verified.
  • Booking reviewed by event manager.

These notes remain attached to the booking for future reference.

Relationship with Bookings

Booking Notes are stored with the booking itself.

Whenever you open a booking, its complete activity history is available, allowing administrators to review previous actions before making further changes.

Best Practices

  • Add notes whenever manual changes are made to a booking.
  • Use clear, professional language for internal notes.
  • Review existing notes before updating a booking.
  • Record important customer requests for future reference.
  • Use notes to document offline payment confirmations or exceptional cases.

Tips

  • Booking Notes are automatically generated for important booking and payment status changes, reducing the need for manual record keeping.
  • Administrator notes are private and intended for internal use only.
  • Every note includes a timestamp and the user or system responsible for the action, providing a complete audit trail for each booking.
  • Reviewing the Booking Notes panel before making changes helps administrators understand the full history of the booking and avoid duplicate actions.