Booking Statuses
Eventixa uses booking statuses to show the current state of each event registration.
Statuses help administrators quickly understand whether a booking is still waiting for completion, successfully registered, cancelled, failed, expired, or refunded.
Available in: Eventixa Core
Location: Eventixa → Bookings
Related features: Checkout, Payments, Capacity, Refunds, Waitlist
Where Booking Statuses Appear
Go to: Eventixa → Bookings
The booking listing includes a Booking Status column.
You can also open an individual booking to review its current status in the Booking panel.
The Bookings page can provide status filters such as:
- All
- Completed
- Pending
- Cancelled
- Failed
- Expired
- Refunded
These make it easier to review registrations by state.
Booking Status vs Payment Status
Booking status and payment status are not the same thing.
Booking Status
Describes the state of the registration.
Examples:
- Pending
- Completed
- Cancelled
- Failed
- Expired
- Refunded
Payment Status
Describes the financial state.
Examples can include:
- Pending
- Paid
- Refunded
- Failed
A booking can therefore show combinations such as:
Booking: Completed
Payment: Paid
or:
Booking: Expired
Payment: Pending
Always review both values when troubleshooting a paid registration.
Pending
A Pending booking has been created but has not yet reached the final completed state.
This can happen while:
- An online payment is awaiting confirmation
- An offline payment is waiting for administrator review
- Checkout has created a temporary or intermediate booking state
A Pending booking should not automatically be treated as a successfully completed registration.
Pending and Capacity
Relevant Pending bookings can affect availability.
This prevents limited ticket capacity from being sold again while an active booking or payment is still being processed.
For example:
Available before checkout: 2
Pending booking quantity: 2
Those places may be temporarily unavailable to another visitor.
Pending and Online Payments
For online payment gateways, a booking can remain Pending while Eventixa waits for the applicable payment result.
Before manually changing the booking, verify the actual gateway transaction.
Pending and Offline Payment
Offline Payment can require administrative follow-up.
The booking may remain in a state that reflects payment still being handled outside the website.
Review your organization’s payment process before changing the booking state.
Completed
A Completed booking represents a successfully completed registration.
For paid tickets, this normally means the applicable payment workflow reached the required successful state.
For free or RSVP registrations, no online payment may be required.
Completed Booking Effects
A Completed booking can participate in normal Eventixa workflows such as:
- Confirmed capacity usage
- Attendee records
- Confirmation emails
- Ticket delivery
- Check-in
- Virtual-event eligibility
The exact workflows depend on your Eventixa configuration.
Completed Paid Booking
A paid booking can show:
Booking Status: Completed
Payment Status: Paid
This indicates both the registration and payment reached the successful state.
Completed Free Booking
A free ticket can also show:
Booking Status: Completed
No paid transaction is required.
The payment method may appear as:
FREE
Completed RSVP Booking
RSVP registrations can also reach Completed status.
For RSVP, Eventixa can additionally display whether the response is:
- Going
- Not Going
The RSVP response and booking status represent different information.
Cancelled
A Cancelled booking is no longer treated as an active registration.
Cancellation can happen through administrative actions or applicable booking workflows.
What Cancellation Does
Cancelling an eligible booking can:
- Change the booking status
- Release ticket capacity
- Affect attendee eligibility
- Prevent the registration from being treated as active
The payment itself may still need separate handling.
Cancellation and Capacity
Suppose a booking contains: 3 attendees
If the booking is cancelled, those three places can be released from the event capacity according to the applicable workflow.
Cancellation and Waitlist
Requires Eventixa Pro
If the event uses Waitlist, capacity released by cancellation may immediately be reserved for the next eligible waitlisted visitor.
This means cancelled capacity may not become publicly available.
Cancellation Does Not Automatically Mean Refund
A cancelled booking may still have a completed payment.
For example:
Booking: Cancelled
Payment: Paid
The administrator must handle the monetary refund separately if one is required.
Failed
A Failed booking represents a registration attempt that could not be successfully completed.
This is commonly associated with unsuccessful payment or checkout processing.
Possible Reasons for Failure
A booking can fail because of issues such as:
- Payment declined
- Gateway error
- Invalid transaction
- Checkout validation failure
- Payment authentication failure
The exact reason can depend on the payment provider.
Failed Payment
A failed payment should not be treated as successfully paid.
Before taking action, review:
- Payment status
- Gateway
- Transaction ID
- Booking notes
- Payment provider
Failed Booking and Capacity
Failed bookings should not permanently consume normal ticket capacity.
Any temporary reservation should be released according to the active checkout and booking workflow.
Expired
An Expired booking usually represents an unfinished registration where the allowed checkout or payment hold expired.
For example:
A visitor enters checkout but does not finish payment before the session expires.
Eventixa can transition that booking to:
Expired
Checkout Expiration
The standard Eventixa checkout reservation lasts: 10 minutes
Refreshing the page does not reset the original expiration time.
If the visitor does not complete checkout in time, the temporary capacity can be released.
Expired Booking Example
A booking can show:
Booking Status: Expired
Payment Status: Pending
This does not mean the registration is successfully paid.
It means the booking expired while the associated payment state was still unresolved or pending.
Expired Booking Notes
The Booking Notes panel can record why a booking expired.
For example:
Booking status changed: Pending → Expired. Online payment hold expired before payment was completed.
System notes can be useful when investigating checkout issues.
Expired and Capacity
Once the applicable hold expires, reserved capacity can return to availability.
This helps prevent abandoned checkouts from keeping tickets unavailable indefinitely.
Refunded
A Refunded booking represents a registration for which the applicable refund workflow has been completed administratively.
Refunded should not be used merely because the booking was cancelled.
Correct Refund Workflow
A typical manual refund workflow is:
- Cancel the booking.
- Eventixa releases the applicable capacity.
- Process the actual monetary refund through the payment provider.
- Mark the booking as Refunded.
This keeps Eventixa aligned with the real financial state.
Cancelled vs Refunded
These statuses are different.
Cancelled
The registration is no longer active.
Refunded
The registration has also reached the applicable refund state after the financial refund has been handled.
Do not treat them as interchangeable.
Refunded and Capacity
Capacity should normally already be released when the booking is cancelled as part of the refund workflow.
Changing the booking to Refunded records the financial outcome rather than releasing the same capacity again.
Payment Status After Refund
A refunded booking can also have the corresponding payment status updated to reflect the actual payment outcome.
Always make sure Eventixa and the payment provider agree.
Status Filters
The Bookings screen provides quick status filters.
For example:
All | Completed | Pending | Cancelled | Failed | Expired | Refunded
These are useful for daily booking management.
Reviewing Pending Bookings
Pending bookings deserve regular attention.
Look for:
- Old pending online payments
- Offline payments awaiting confirmation
- Payment mismatches
- Abandoned registrations
Do not leave unresolved Pending bookings indefinitely if the actual outcome is known.
Reviewing Failed Bookings
Failed bookings can help identify:
- Gateway problems
- Customer payment issues
- Configuration mistakes
- Checkout problems
If many bookings suddenly fail, investigate the payment gateway and checkout configuration.
Reviewing Expired Bookings
Expired bookings are useful for understanding abandoned checkout activity.
A high number of Expired bookings may indicate:
- Visitors are taking too long
- Checkout is confusing
- Payment gateway is slow
- Payment errors occur before completion
Review the broader checkout workflow if expirations increase unexpectedly.
Status Badges
Eventixa uses status badges so administrators can scan bookings quickly.
For example:
- Completed — success-style badge
- Pending — warning-style badge
- Expired — neutral/expired-style badge
- Cancelled — cancellation-style badge
The visual treatment helps distinguish booking states at a glance.
Status in Booking Details
Open a booking to see its status in context.
The Booking panel can show:
- Current status
- Booking created date
- Available status actions
This is useful when the listing alone does not provide enough information.
Status Actions
Not every booking status supports every action.
For example, a Completed booking may allow cancellation, while an Expired booking may show:
No booking status actions are available.
Eventixa restricts invalid status transitions based on the current booking state.
Booking Notes and Status Changes
When a booking status changes, Eventixa can add a system note.
This provides a history of important booking-state transitions.
For example:
Pending → Expired or other lifecycle events.
Why Booking Notes Matter
Before manually changing a booking, review its notes.
They can explain:
- Why status changed
- Payment-related events
- Expiration
- Administrator actions
This reduces the risk of applying the wrong manual action.
Status and Attendees
Booking status can affect attendee eligibility.
For example, attendees belonging to a cancelled booking should not be treated the same as attendees from a valid completed booking.
Check both booking and attendee status when troubleshooting.
Status and Check-In
A valid attendee normally needs an appropriate registration state before being checked in.
For example, attendees from cancelled or invalid bookings should not be handled as normal confirmed participants.
Check-in itself remains an attendee-level action.
Status and Recurring Events
Booking statuses work the same way for recurring events, but the booking remains associated with a specific occurrence.
Always verify:
- Event
- Occurrence
- Booking status
before taking action.
Status and Virtual Events
Virtual-event access can depend on a valid booking.
A cancelled, failed, or expired booking should not automatically grant the same access as an eligible completed registration.
Virtual access can also depend on:
- Reveal timing
- Attendee status
- Occurrence
Status and RSVP
RSVP response and booking status are separate values.
For example:
RSVP response: Not Going
Booking status: Completed
This means the RSVP submission itself completed successfully, while the attendee indicated they are not attending.
Status and Free Tickets
Free bookings can reach Completed without any payment transaction.
Do not assume that a $0 booking with no Paid status is incomplete.
Check the booking status and registration type.
Status and Manual Bookings
Manual bookings created by administrators also use Eventixa booking statuses.
The administrator should verify the correct state after creating or updating a manual registration.
Manual booking is documented separately.
Changing Booking Status
Only change a booking status when the underlying registration state genuinely changed.
Before making a change, verify:
- Booking
- Payment
- Attendees
- Capacity
- Booking Notes
Do not change status simply to make the listing look correct.
Payment Provider Is the Source for Financial Truth
For online gateways such as Stripe or PayPal, verify the actual transaction with the provider before manually changing financial-related status.
A booking screen alone may not be enough to determine whether money was captured.
Example: Successful Paid Booking
Booking: Completed
Payment: Paid
Gateway: Stripe
This represents a normal successful paid registration.
Example: Abandoned Checkout
Booking: Expired
Payment: Pending
The customer did not complete the booking before the checkout hold expired.
The reserved capacity can be released.
Example: Cancelled Paid Booking Awaiting Refund
Booking: Cancelled
Payment: Paid
The registration is cancelled, but the actual payment has not yet been refunded.
Example: Refunded Booking
Booking: Refunded
Payment: Refunded
The registration is no longer active and the financial refund has been completed.
Example: Free Registration
Booking: Completed
Payment method: FREE
Total: $0.00
No online payment is required.
Example: RSVP Not Going
Booking: Completed
Registration: RSVP
Response: Not Going
The RSVP submission was successfully recorded, but the attendee is not attending.
Common Problems
Booking Is Pending for Too Long
Check:
- Payment gateway
- Payment transaction
- Booking notes
- Offline payment workflow
Do not manually confirm a payment unless it has actually succeeded.
Booking Is Expired but Payment Says Pending
Review the external gateway transaction.
The checkout may have expired before payment completed.
Booking Is Cancelled but Still Shows Paid
This can be valid until the financial refund is processed.
Cancellation and refund are separate.
Refunded Booking Still Shows Paid
Verify whether the payment status was updated after the actual gateway refund.
Free Booking Does Not Say Paid
This is normal.
Free registrations do not require a paid transaction.
RSVP Does Not Have Payment Status
This is expected.
RSVP registrations are not paid ticket transactions.
Capacity Did Not Return After Cancellation
Verify:
- Booking status
- Quantity
- Waitlist state
If Waitlist is enabled, released capacity may have been immediately reserved.
Failed Booking Still Holds Capacity
Check whether an active checkout reservation is still present.
Temporary reservations should release according to the applicable timeout workflow.
Recommended Status Review Workflow
- Open Eventixa → Bookings.
- Use the status filters.
- Review Pending bookings.
- Review Failed bookings.
- Review Expired bookings.
- Open any booking requiring investigation.
- Read Booking Notes.
- Review payment status.
- Verify the gateway transaction when applicable.
- Review attendee status.
- Confirm capacity.
- Apply a status action only when justified.
- Add an internal note when administrative context is useful.
Important Notes
- Booking status describes the registration state.
- Payment status describes the financial state.
- Completed indicates a successful registration.
- Pending means the booking is not yet finalized.
- Cancelled registrations are no longer active.
- Failed indicates an unsuccessful registration attempt.
- Expired usually indicates checkout or payment hold expiration.
- Refunded should represent a completed refund workflow.
- Cancelling a booking and refunding payment are separate actions.
- Relevant Pending bookings can affect ticket capacity.
- Expired or failed reservations should release temporary capacity according to the applicable workflow.
- Always verify the gateway before manually changing financial-related status.
