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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

For free events and admin bookings:

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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