Booking statuses and what you can do in each

Every booking moves through a fixed set of statuses. The buttons you see on a booking depend on where it currently sits, so the sequence is worth knowing.

The five statuses

• Pending — created, not yet agreed. The vehicle is held for the dates.
• Confirmed — agreed with the customer, not yet collected.
• Active — the customer has the vehicle right now.
• Completed — the vehicle came back and the rental is closed.
• Cancelled — the booking will not happen. The vehicle is free again.

What you can do at each stage

Pending

• Confirm — moves the booking to Confirmed.
• Cancel — asks you to confirm, then frees the vehicle and marks the booking cancelled.

Confirmed

• Start rental — asks when the vehicle was Picked up at. This is what moves the booking to Active.
• Swap vehicle — put the customer in a different vehicle before they collect. See swapping the vehicle on a booking.
• Cancel — releases the vehicle.

Active

This stage has the most options, because it is where things change in the real world:

• End rental — close the booking when the vehicle is returned. See ending a rental.
• Extend — push the end date out and adjust the total. See extending an active rental.
• Swap vehicle — move the rental onto a different vehicle mid-rental, for example after a breakdown.
• Cancel rental — ends the booking without completing it.

Completed and Cancelled

Both are end states. No further actions are offered.

The timeline

Each booking page shows a timeline with four points: Created, Confirmed, Started and Ended. Each is stamped with the time it was reached.

It is the quickest way to see what actually happened and when, rather than guessing from the current status alone.

If you cannot see these buttons

These actions are permission-controlled. A staff member without the booking transition permission sees the booking and its details, but none of the action buttons.

If a colleague says the buttons are missing, that is a role setting, not a fault. Check their permissions in settings.

Payment status is separate

A booking also carries a payment status, shown as its own badge: Unpaid, Partial, Paid or Overpaid.

This tracks money and moves on its own. A booking can be Completed and still Unpaid. That is exactly the combination worth watching for.

New to bookings? Start with how to create a booking.