Help / Bookings
Booking statuses: reserve, pick up, return and cancel
The status shows where a booking is in its life. Moving a booking to the next status is how you tell Kuuply, and your team, what has happened.
The booking lifecycle
| Status | Meaning | Button to move on |
|---|---|---|
| Draft | Being prepared. Nothing is held from stock. | Reserve |
| Reserved | Confirmed. Stock is held for the booking period. | Pick up |
| Picked up | The customer has the items. | Return |
| Returned | The items are back. | Archive |
| Archived | Finished. | – |
| Canceled | Called off. | Archive |
The button at the top of a booking always offers the next step. To jump to any other status, for example to correct a mistake, open the menu next to the button and pick the status.
Bookings made in your online store arrive as Reserved. The customer gets a confirmation email.
Reserve a booking
- Open the draft and choose Reserve.
- Tick Send booking confirmation email to customer if you want the customer to be notified.
- Choose Reserve.
Once reserved, the booking holds the quantities from your stock for the whole booking period, so nobody else can book them.
The email options are available only when the booking has a customer.
Mark as picked up
When the customer collects the items, choose Pick up. The Home dashboard then lists the booking as a return to expect.
Mark as returned and record damages
- When the items come back, choose Return.
- If something was damaged, enter the amount under Damages and add a note.
- Tick Send booking end email to customer to notify the customer.
- Choose Return.
Damages are added to the booking.
Cancel a booking
- Open the booking.
- Open the menu next to the status button and choose Canceled.
The stock held by the booking is released. Cancelling from here does not send an email, so let the customer know yourself.
Customers can also cancel a reserved booking themselves from the link in their confirmation email. They then receive a cancellation email, and the booking shows as Canceled in your list.
Archive a booking
Choose Archive on a returned or canceled booking when everything is settled. Archiving keeps your active list short. The booking and its history are kept.
Emails sent on status changes
| Event | When | |
|---|---|---|
| Booking created | Confirmation | Online booking, or when you tick the option while reserving |
| Booking canceled | Cancellation | When the customer cancels from their booking link |
| Booking ended | Booking ended | When you tick the option while returning |
To switch these emails on or off or change their wording, see Customer emails and templates.