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Documentation Index

Fetch the complete documentation index at: https://help.thexo.app/llms.txt

Use this file to discover all available pages before exploring further.

Every booking in XO goes through a lifecycle with distinct statuses. Understanding these helps you manage your bookings efficiently and know when action is required.

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Booking status lifecycle

DRAFT → PENDING → CONFIRMED (paid)
                → APPROVED → CONFIRMED (approved + paid)
                → DECLINED (payment failed or rejected)
For free events and admin bookings: 
DRAFT → CONFIRMED (no payment required)

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Status descriptions

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Draft

The customer has started a booking but not yet submitted it. Draft bookings are incomplete — no payment has been made and the booking is not confirmed.
  • Ticket availability is not reserved for drafts.
  • Drafts are automatically cleaned up after a period of inactivity.
  • Action required: None. Monitor for drafts that convert to pending.

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Pending

The customer has submitted their booking. For paid bookings, they have been directed to payment but payment has not yet been completed.
  • Availability is reserved while payment is in progress.
  • Payment sessions expire after 30 minutes (checkout) or 24 hours (payment link).
  • Action required: None for auto-confirmed events. For approval-required events, review and approve or decline.

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Approved

Used for reservation bookings that require your manual approval before the customer pays.
  • The booking is approved but awaiting payment.
  • Action required: The customer will be notified and should complete payment.

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Confirmed

The booking is fully confirmed. Payment has been received (or the booking is free/complimentary).
  • Entry passes (QR codes) are generated for ticket bookings.
  • The customer is notified with a confirmation.
  • Action required: None. This is the desired final state.

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Arrived

The booking has been scanned in at the door. The guest has physically arrived at the event.
  • Entry pass status changes to ARRIVED upon scan.
  • Counted in the attendance metrics.
  • Action required: None.

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Waitlist

The customer is on the waiting list for a sold-out tier. If availability opens up, they may be moved to confirmed.
  • Action required: Review and promote to confirmed if a spot opens.

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Declined

The booking was declined — either because payment failed or was not completed, or because you manually declined it.
  • Entry passes are not issued.
  • The customer is notified.
  • Action required: None, unless the customer contacts you to rebook.

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Cancelled

The booking was cancelled after being confirmed.
  • Action required: Process any applicable refund through your payment provider (e.g., Stripe).

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Past

The event has passed. Past bookings are archived and visible in the Past tab.
  • Action required: None.

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Common scenarios

ScenarioExpected status
Customer booked and paidConfirmed
Customer started booking but didn’t payDraft or Declined (if payment expired)
Reservation submitted, awaiting your reviewPending
You approved the reservation, customer payingApproved
Guest scanned in at doorArrived
Payment failed at checkoutDeclined
You manually cancelled a bookingCancelled