> ## 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.

# What do the booking statuses mean?

> Understand every booking status — from Draft through Confirmed, Arrived, and Cancelled.

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.

***

## 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)
```

***

## Status descriptions

### 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.

***

### 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.

***

### 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.

***

### 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.

***

### 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.

***

### 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.

***

### 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.

***

### Cancelled

The booking was cancelled after being confirmed.

* **Action required:** Process any applicable refund through your payment provider (e.g., Stripe).

***

### Past

The event has passed. Past bookings are archived and visible in the **Past** tab.

* **Action required:** None.

***

## Common scenarios

| Scenario                                      | Expected status                        |
| --------------------------------------------- | -------------------------------------- |
| Customer booked and paid                      | Confirmed                              |
| Customer started booking but didn't pay       | Draft or Declined (if payment expired) |
| Reservation submitted, awaiting your review   | Pending                                |
| You approved the reservation, customer paying | Approved                               |
| Guest scanned in at door                      | Arrived                                |
| Payment failed at checkout                    | Declined                               |
| You manually cancelled a booking              | Cancelled                              |