apaleo status flow

The following booking statuses are used in the apaleo integration for booking blocks

• Tentative = apaleo Tentative
• Optional = apaleo Confirmed (no reservations at the block)
• Confirmed = apaleo Confirmed (from here on calls, i.e. reservations are possible)
• Checked In = apaleo In House (is only set in apaleo to reservations and in customice also transferred to the block and booking
• Checked Out = apaleo Checked Out (is only set in apaleo to reservations and in customice also transferred to the block and booking
• No Show = apaleo No Show (is only set in apaleo for reservations and is also transferred to the block and the booking in customice)
• Completed = only in customice for a booking that is to be finally completed

Initial status for a request from the configurator

The status can be predefined by customice support. In the default mode, the status Tentative is set, but the status Optional can also be set directly, since a guest may assume that his request also retains availability (for a certain period).

Creation of a booking in the customice backend

The booking can be created in the status Tentative / Optional / Confirmed. Relevant for this is the status that is selected for the first block of the booking, or the "highest" status of a block of a booking, which is always automatically applied to the booking.

Change status manually in the backend

The booking or block status can be set directly with the status button. The following options are available

• Tentative to Optional, Confirmed or Canceled
• Optional to Tentative or Confirmed
• Confirmed (without reservation on a block) on Optional or Canceled
• Confirmed on Canceled or Closed
• In house on Closed
• No Show to Closed

The statuses In House and No Show are only set automatically in apaleo and transferred to customice and transferred from the reservation to the block and the booking.

Actions on the booking

in Stauts Tentative (not yet synchronized to apaleo - corresponding hint will be shown as long as no booker has been deposited)

• Change booking details
• Delete the booking

in Tentative status (in sync with apaleo)

• Change booking details
• Delete the booking
• Send message
• Activate online offer
• Status on Optional / Confirmed

in status Optional

• Change booking details
• Send message
• Activate online offer
• Status on Optional / Confirmed / Tentative

in status Confirmed

• Change booking details
• Send message
• Link to online change / online cancellation of booking active if setting configured accordingly by customice support
• Status on Optional / Canceled / Completed

in status Checked In

• Change booking details (description only)
• Send message
• Status on Completed if blocks in the past

in status Checked out

• Change booking details (description only)
• Send message
• Status on Completed if blocks in the past

in status No Show

• Change booking details (description only)
  Send message
• Status on Completed if blocks in the past

Possible actions on the individual blocks

in Tentative status

• 3-point menu: Copy / Delete
• Update / delete block details
• Set block status to Optional or Confirmed
• TAB Services: Add and delete services
• TAB Reservations: no actions possible

in status Optional

• Overnight reservations
  • 3-point menu: Copy / Delete
  • Block details update / delete
  • Block Status to Tentative or Confirmed
  • TAB Services: Add and delete service tenplates
  • TAB Reservations: no actions possible
• Meeting Rooms
  • 3-point menu: Copy / Delete
  • Update / delete block details
  • Block status set to Tentative or Confirmed (Tentative releases the block, Confirmed sets the status and creates the reservation)
  • TAB Services: Add and delete services
  • TAB Reservations: no actions possible

in Confirmed status

• Overnight reservations
  • 3-point menu: Copy
  • Update block details as long as no pickup
  • Block status to Canceled
  • TAB Services: Add and delete service tenplates
  • TAB Reservations: Pickups possible
• Meeting rooms
  • 3-point menu: Copy
  • Update Block Details
  • Block Status Canceled
  • TAB Services: Add and delete services
  • TAB Reservations: no actions possible, because reservation already exists and is used by the system

in status Checked In / Checked Out / No Show

• Overnight reservations
  • 3-point menu: Copy
  • Block Details Changes only to texts
  • Block status on Completed if in the past
  • TAB Services: Service templates can no longer be added or deleted
  • TAB Reservations: no actions possible
• Meeting rooms
  • 3-point menu: Copy
  • Update block details
  • Block status to Completed if in the past
  • TAB Services: Services can no longer be added or deleted
  • TAB Reservations: no actions possible

Effects of status changes on reservations on blocks and on blocks on bookingall blocks Tentative -> booking Tentative (customice status)

• one block Optional -> booking Optional (customice status)
• one block Confirmed -> Booking Confirmed (customice status)
• one reservation of a block Checked In -> block i Checked In -> booking Checked In (customice status)
• all reservations of a block Checked Out -> Block Checked out -> Booking Checked out (customice status)
• all reservations of a block No Show -> Block No Show-> Booking No Show (customice status)
• all blocks canceled -> booking canceled
• all blocks Canceled - new block created in a status -> booking gets this status (customice status)
• all blocks from Optional to Tentative -> booking status to Tentative (customice status)