Bookings

Booking statuses

Rename, recolor, add and delete booking statuses, choose the allowed transitions, and decide which statuses hold stock, open a checklist, and count as active, completed, or cancelled. Every status is editable.

The Status Configuration page is where you manage the statuses a booking can be in and the rules for moving between them. Every booking carries exactly one status. Statuses drive the status tags and progression arrows across the app, color the calendar, trigger workflows, decide through their Checklist field whether a pickup or return checklist has to be worked through first, and decide through their Lifecycle which bookings count as active, completed, or cancelled on the Dashboard and in reports.

You can find this page under Settings → Bookings → Status Configuration (/settings/reservations/statuses).

Admin only. Non-admin team members cannot view or edit this page.

Why this page matters

Every organization owns its statuses. There are no built-in or locked statuses: each one, the seven you start with included, can be renamed, recolored, given different transitions, or deleted once nothing uses it. That lets you describe your own rental process in your own words, for example rename New to Inquiry, add an Awaiting inspection step, decide which steps can follow which, choose whether a step still holds inventory, and tell the rest of the app whether a booking in that step is still in progress, finished, or void.

What you'll see

The Status Configuration page with an Add Status button in the toolbar and the seven default statuses drawn as colored pills connected by transition arrows: Request, New, Confirmed, Ready for Pickup, In Progress, Completed and Cancelled. Each pill has a pencil button and none carries a lock icon — The seven statuses every organization starts with, drawn as a flow. Every pill has a pencil that opens it for editing, and none of them is locked.

Statuses are drawn as a flow diagram. Each status is a pill in its own color, and arrows show the allowed transitions. A pencil button on every pill opens its edit page.

The toolbar above the diagram holds one button: Add Status, which creates a new status.

The statuses you start with

Every new organization is created with seven statuses and eleven transitions, named in the organization's language (English or Ukrainian). They are ordinary statuses: change any of them the same way you would change one you added yourself.

Status	Lifecycle	Checklist	Release availability	Typical meaning
Request	Active	No checklist	On	A booking request that waits for staff approval. It is the default Status for booking requests, so bookings from the booking assistant, the AI web widget, an outside assistant over MCP, or an API call made with `asRequest: true` land here. It holds no stock.
New	Active	No checklist	Off	Created but not yet confirmed. It is the default Default status for new bookings.
Confirmed	Active	No checklist	Off	Confirmed with the client.
Ready for pickup	Active	Pickup checklist	Off	The order is assembled and waiting for the client. Optional: the default transitions also allow Confirmed → In progress directly.
In progress	Active	Pickup checklist	Off	Items are with the client.
Completed	Completed	Return checklist	On	Items are back and the booking is finished.
Cancelled	Cancelled	No checklist	On	The booking is void. It is the default Status for cancelled bookings in the client portal.

The default transitions are:

From	Can move to
Request	New, Confirmed, Cancelled
New	Confirmed, Cancelled
Confirmed	Ready for pickup, In progress, Cancelled
Ready for pickup	In progress, Cancelled
In progress	Completed

Organizations created before this change kept everything they had: bookings, workflows, and any transitions they had already customized. The former system statuses simply became regular statuses of each organization. If you already had a status of your own with the same name as one of the seven, the default copy carries (default) after its name so the two can be told apart. Rename or delete whichever you do not need.

Three statuses with a special job

Three settings outside this page point at a status. They start on the defaults above, and you can point them at any status you like:

Setting	Where it lives	What it decides
Default status for new bookings	Booking creation	The status a booking gets when your team creates it in the web app or the mobile app, when it is created through the API with a secret key, and when a customer checks out on the client portal.
Status for booking requests	Booking creation	The status a booking gets when it arrives as a request waiting for approval: from the portal's booking assistant, the AI web widget, an assistant connected over MCP, or an API call made with `asRequest: true`.
Status for cancelled bookings	Portal settings → Client portal	The status a client's own cancellation in the client portal moves the booking to.

The two counters on the Manage bookings entry of the sidebar follow the first two: one counts the bookings in your default status, the other the bookings in your request status, each in that status's color.

Lifecycle

Every status has one of three lifecycles. The tooltip on the field sums it up: Active bookings stay in the pipeline and can become overdue. Completed bookings count as revenue. Cancelled bookings are excluded from revenue and outstanding balances.

Lifecycle	What it means for the rest of Requiply
Active	The booking is still in progress. It appears in the dashboard's pickups and returns, can become overdue once its end date passes, and its unpaid balance counts toward Outstanding.
Completed	The booking is finished. Its payments count as revenue, and any deposit still held shows up under Deposits to refund.
Cancelled	The booking is void. It is excluded from revenue and from outstanding balances.

Lifecycle is independent of Release availability. A custom On hold status might release inventory while staying Active, and a Returned, awaiting inspection status would be Completed whether or not it still blocks the unit.

Lifecycle is also how Requiply recognizes a finished or void booking. It never goes by a status's name, so renaming Completed to Returned or Cancelled to Void changes nothing about how those bookings are counted.

New statuses default to Active.

Checklist

A status can also represent a physical handover of the equipment. The Checklist field marks it:

Value	What moving a booking into the status does
No checklist (default)	The status changes straight away.
Pickup checklist	Opens a pickup checklist listing every reserved unit. The booking changes status only after each unit has been confirmed.
Return checklist	Opens a return checklist listing the units confirmed at pickup, to be checked back in.

The field's tooltip sums it up: Moving a booking into this status opens a per-unit pickup or return checklist that must be confirmed first. Requires the checklists feature in organization settings.

The field does nothing until an admin switches on Enable pickup & return checklists under Organization → Features. While the feature is off, a status set to a pickup or return checklist changes directly like any other.

Out of the box, Ready for pickup and In progress are set to Pickup checklist and Completed to Return checklist, so an organization that keeps the default flow only has to turn the feature on. New statuses default to No checklist.

What the Checklist field does not do

Setting a status to Pickup checklist does not, on its own, mean the goods have left. Requiply treats a booking as handed out only when there is evidence of it:

a unit on the booking was scanned or ticked out at pickup,
a pickup checklist for the booking was confirmed, or
the booking is in a status set to Return checklist.

This matters for editing items and for portal cancellation: both stop once the booking is handed out. A booking moved into In progress by hand, with checklists switched off and nothing scanned, still counts as not handed out.

Adding a status

Click Add Status. The form asks for:

Field	Required	Notes
Status name	Yes	Up to 50 characters. Must be unique within your organization, regardless of upper or lower case.
Color	Yes	Pick from the color picker or type a hex value. Used for the status tag everywhere.
Lifecycle	Yes	Active (default), Completed, or Cancelled. See Lifecycle.
Checklist	Yes	No checklist (default), Pickup checklist, or Return checklist. See Checklist.
Release availability	No	When on, bookings in this status don't hold inventory: the units become bookable by others.

The Add Status form with a status name, a color picker, the Lifecycle dropdown set to Active, the Checklist dropdown set to No checklist, the Release availability toggle, and a preview of the status pill — The **Lifecycle** and **Checklist** dropdowns are the two settings that change how the rest of Requiply treats a booking in this status. A new status starts out as *Active* with *No checklist*.

A Preview on the right shows the pill as it will look. Save creates the status and returns to the diagram.

A new status is not reachable until you allow a transition into it. Open each status it should follow, move the new one into the right-hand column under Allowed transitions, and save. To let bookings move on from the new status, open it and choose its own allowed transitions the same way.

Editing a status

Click the pencil on a pill. Every status opens the same edit page, with every field editable: name, color, lifecycle, checklist, release availability, and allowed transitions.

The edit page of the In progress status. Status details holds an editable Status name field, a Color field with a picker and hex value, the Lifecycle dropdown set to Active, the Checklist dropdown set to Pickup checklist, and the Release availability toggle. Under Allowed transitions a two-column pick list has Completed in the right-hand column. A Delete button sits at the bottom left, Cancel and Save at the bottom right, and a preview of the flow around the status is on the right — A status you start with is edited exactly like one you added. Moving a status into the right-hand column allows a transition to it, and the preview redraws the flow as you go.

Below the details is Allowed transitions, a two-column pick list: Move statuses to the right to allow transitioning from this status to them. The preview on the right redraws the status with its incoming and outgoing arrows as you change the list.

Save is enabled only after you change something. Changes take effect immediately: the progression popovers on Manage bookings and the dashboard offer exactly the transitions defined here, and the new name and color show everywhere the status appears.

Status names must be unique. Two statuses in one organization cannot share a name, even when only the upper and lower case differ. Saving a name that another status already uses fails with an error, and the status keeps its previous name.

Deleting a status

Any status can be deleted from the Delete button on its edit page, as long as nothing depends on it. Requiply first checks every place that uses the status and lists each reason in the Delete status dialog:

Message	What to do
This status is used by {n} booking(s). Reassign them before deleting.	Move those bookings to another status first.
This status is referenced by {n} workflow(s): followed by the workflow names	Point those workflows at another status, or delete them.
New bookings are created in this status. Choose another default status in Booking creation settings before deleting it.	Change Default status for new bookings under Booking creation.
Booking requests arrive in this status. Choose another request status in Booking creation settings before deleting it.	Change Status for booking requests under Booking creation.
Bookings cancelled in the client portal move to this status. Choose another cancellation status in the Client portal settings before deleting it.	Change Status for cancelled bookings under Portal settings → Client portal, or choose Clients cannot cancel.
{n} pickup or return checklist(s) move bookings into this status. Statuses that checklists point to cannot be deleted.	Pickup and return checklists that target this status keep it in use. See the caution below.
We could not check where this status is used. Try again later.	The check itself failed. Nothing was deleted.

The Delete status dialog over the edit page of the New status. Three warnings are listed: This status is used by 10 bookings. Reassign them before deleting. New bookings are created in this status. Choose another default status in Booking creation settings before deleting it. This status is referenced by 1 workflow: followed by the workflow name. The Yes button is disabled — The dialog lists every reason at once, so you can clear them in one pass. The confirm button stays disabled until the list is empty.

When nothing depends on the status, the dialog asks Are you sure you want to delete "{name}"? and Yes deletes it.

Checklists keep a status in use. Every pickup or return checklist ever started into a status counts, confirmed ones included. In practice, once your team has worked through checklists into In progress or Completed, those statuses cannot be deleted. Rename them instead.

How this page connects to the rest of Requiply

Feature	How statuses affect it
Manage bookings	Status tags, the progression popover, and the status filter use these statuses and transitions.
Calendar	Booking bars are colored by status.
Dashboard	Lifecycle decides which bookings appear as pickups, returns, and overdue, and what counts toward outstanding balances and refundable deposits.
Analytics	Cancelled bookings are excluded from revenue.
Booking creation	Picks the status new bookings and booking requests start in.
Pickup and return checklists	The Checklist field decides which statuses open a per-unit checklist instead of changing straight away.
Edit booking items	A status set to Return checklist counts as handed out, so the items of a booking in it are locked.
Workflows	The Status reached trigger and the Booking status filter list these statuses. A status referenced by a workflow cannot be deleted.
Inventory availability	Release availability decides whether bookings in the status keep their units reserved.
Client portal	A portal checkout arrives in your default status. Customers see your status names, and the progress bar follows your transitions. They may cancel their own booking only when your transitions allow a move from its current status to the portal's cancellation status.
Mobile app	Shows the same statuses, names, colors, and transitions.

Common scenarios

Renaming the default statuses to match your business

Open the status, change Status name, and click Save. For example, rename New to Inquiry and In progress to On hire. Bookings, workflows, the calendar, the mobile app, and the client portal all show the new name straight away, and nothing about how the bookings are counted changes.

Using the "Ready for pickup" step

Ready for pickup sits between Confirmed and In progress and is set to Pickup checklist. Use it when orders are assembled ahead of the handover: moving a booking into it opens the checklist where the concrete units are assigned and confirmed, and a workflow on Status reached → Ready for pickup can message the client that the order is waiting. Organizations that hand equipment straight over can skip it, because the defaults also allow Confirmed → In progress directly. If you never use it, remove it from the Allowed transitions of Confirmed and delete it.

Keep in mind that confirming the checklist into Ready for pickup already counts as a handover: from then on the booking's items are locked and the client can no longer cancel it from the portal, even though the order is still on your shelf.

Using your own handover status

If equipment leaves under a status of your own such as Handed over rather than In progress, open that status and set Checklist to Pickup checklist. Moving a booking into it then opens the pickup checklist first.

Tracking returns that still need inspection

Add Awaiting inspection with lifecycle Completed and Release availability off. The booking leaves the overdue list and counts as revenue, while the unit stays blocked until you move it on to Completed.

Pausing a booking

Add On hold with lifecycle Active and Release availability on, so the units can be booked by others while the client decides.

Skipping requests altogether

If you never want bookings to wait for approval, you still need a Status for booking requests, because AI and API requests have to land somewhere. Point it at a status your team checks every day, and keep in mind that a request status with Release availability off holds stock from the moment the request arrives.

Deleting a status you never use

Open it and click Delete. If the dialog lists reasons, clear them one by one: reassign the bookings, repoint the workflows, and change the default, request, or cancellation status if this is one of them. Then delete again.

Tips and cautions

Tip: Decide the lifecycle when you create a status. It is the one setting that changes what the dashboard and reports say, and the default (Active) is only right for statuses that sit before the return.

Lifecycle and Checklist are independent. Lifecycle says how a booking in this status is counted; Checklist says what staff must do to get it there. A Handed over status is typically lifecycle Active with a Pickup checklist.

Heads up: Changing the lifecycle or Checklist of a status affects every booking already in it, not only new ones. Setting Completed to lifecycle Active, for example, puts all your finished bookings back on the overdue list.

Heads up: Removing a transition can strand bookings. A booking whose status has no allowed next status cannot be moved on from the status arrow, and a client cannot cancel it from the portal when there is no transition to the portal's cancellation status.

Tip: Renaming a status renames it everywhere: existing bookings, workflow cards, the calendar legend, the mobile app, and the client portal. Workflows keep working, because they point at the status itself, not at its name.

Overview

The rules every rental follows: statuses and their transitions, how bookings are created, minimum duration and buffers, deposits, subrentals, and message templates.

Booking creation

Choose the status new bookings and booking requests start in, how the date picker behaves when staff create a rental, whether pickup and return times can be typed in, whether the booking form starts from items or from dates, and whether units can be scanned in at creation.