Statuses are a great way to visually communicate with your team about where a booking is in the planning process. Not only does the booking status color accompany booking name from the Bookings section of your left sidebar, but you can also filter and group Booking Details reports by status as well. You and your team may refer to those statuses how you wish, but here is what we recommend.
| Status | Recommended Usage |
| Prospect | The status for bokings that are in the earliest stage of planning. No masterdocs have been shared with the guest. |
| Tentative |
After you share the Contract or Proposal with your guest, you should update the status of the booking to Tentative. If you also update the related event statuses to Tentative, that will place a hold on that calendar so other events cannot be booked at the same time in the room in question. |
| Definite |
After a guest has signed the Contract and paid the deposit, change the status to Definite. The actuals of definite bookings will count towards sales goals and forecasting. |
| Closed |
This status is to be used on bookings after they occur and it indicates no additional action is required. Before marking a booking as closed, you will want to do two things. First, go to the Masterdocs tab and open the Booking Contract & Event Order. Add any charges the guest added on the day of each event, and make sure the totals in the billing widget match your POS receipt. Once they do, click Update. Second, go to the Payments tab and record all payments as paid. Once the Total Outstanding in the payments tab says $0, you can then change the status to Closed. |
| Lost |
For any booking that falls through before it actualizes, change the status to Lost. Lost bookings will save all communication and masterdocs for reporting, but will free up space on your calendar (as long as the events move to Lost as well). Additionally, when you update a booking's status to Lost, a “Lost Reason” field will appear. You can fill in that field and run a report on that data down the road. To add more Lost Reasons, go to Settings > Preferences> Dropdowns. |
Finally, the status of your booking and its constituent events do not have to match perfectly. Say you have a Definite Wedding booking and it has two Definite events: Ceremony and Dinner. The guest may also be considering hosting a Cocktail hour but has not confirmed that just yet. You are welcome to keep the status of that Cocktail hour Tentative even if the other two events (and the Booking as a whole) are Definite.
Pro Tip: Please also note, it is not possible to customize the names or colors of statuses. Neither is it possible to create entirely new statuses.