Activity Status Setup

To set up Activity Statuses

In the Bookings Role Center, click the Setup menu and select Status Setup.
Click the New action, and the Activity Status Card appears.

The tables below list and describe the fields on card. Here are shortcuts to the descriptions:

General FastTab
Advanced FastTab
Rental FastTab
Emails FastTab

General FastTab

Field	Description
Code	A unique ID to reference and present the status.
Description	General description of the status setting.
Reservation Type	The reservation type where the status setting is available when the user changes the status of a reservation or activity. Leave this field blank if the status is allowed on all types of reservations.
Set Internal Status	Apply this internal status to the activity and/or reservation. Available options: None: Assign the internal status Noneto the activity. Draft: Assign the internal status Draft to the activity. Draft entries are not pulled into the POS or Invoice during payment. Draft entries are included in the Quote process. Confirmed: Assign the internal status Confirmed to the activity. Confirmed entries are pulled into the POS and Invoice during payment process. Closed: Assign the internal status Closed to the activity. The Closed status is normally used as manual status, which assigns the status Closed to reservations in the past to simplify listings and reports based on confirmed reservations. The archiving process excludes confirmed activities which have not been fully paid, but if the status is set to closed then the archiving process will include the activity regardless of payment status. Closed entries are not included in the payment process. Canceled: Assign the internal status Canceled to the activity. Canceled entries are not included in the payment process or the Quote. Waiting List: Assign the internal status Waiting List to the activity. Waiting list entries are included in the payment process at POS and Invoice, as well as Quote. No Show: Assign the internal status No Show to the activity. No Show entries are included in the POS payment process and invoicing.
Resource Handling	Determines what will happen to resource assignments when the status is set. Note: Resources assigned to a reservation as part of a reservation schedule (that is courses with assigned rooms and/or a teacher) will not be affected by this and must be reserved or released through the reservation schedule functionality. Available options: None: No change to the status of resources assigned or not assigned. Reserve Resources: The resources assigned will be reserved and the system will check that a sufficient number of resources are assigned, either manually or automatically. Release Resources: Any resources assigned will be released.
Editing Allowed	Determines if the activity or reservation can be modified if this status has been assigned.
Cancellation Policy	Only applicable for the Cancel status. Can be used to replace the default cancellation policy on the activity, for example to nullify cancellation charges.
Payment Required	Determines if this status can be assigned on an activity which has not been paid. If an activity must be paid before confirmation, activities of that kind can only be confirmed through the Point of Sale functionality since, initially, this status can only be assigned if it is done at the POS for payment fulfillment.

Advanced FastTab

Field	Description
Task Handling	Specifies if the status change should affect the tasks related to the activity. Process Tasks: Prepare the tasks according to the related template. Cancel Tasks: Cancel and delete all issued tasks related to the activity.
Consumption Handling	If this status assignment should post the consumption items related to the activity. The date of the status change is used as posting date and the activity number will be used as document number. Posting: All consumption entries with status Draft will be posted as negative adjustment on stock. Reverse Posting: All previously posted entries will be posted as positive adjustment on stock.
Admission Handling	When status is assigned and the associated activity product has access profile assigned, this setting defines if the process should Issue Admission or Cancel (recall) any issued admission entries.
Allowance Handling	When status is assigned and the associated activity product has access profile assigned, this setting defines if the process should Issue Package offer allowances or Cancel (recall) any issued allowance entries.
External Logic (codeunit)	Lets the partner enhance the logic processed when this status is being assigned. The codeunit will get a specific parameter table with all the necessary fields (information) for the partner to extend the status logic.
View Sequence	This controls the sequence in which the status list is shown when the user selects a status change. Note: For system statuses (for example statuses used by the POS) this value should be 0, which means that the statuses cannot be manually assigned by the user and are not listed as possible status options to the user.
Check Required Attributes	To check if all required attributes for the related activity and reservation are populated. If an attribute is missing a value, the status assignment is aborted.
Default	When you use the Confirm or Cancel shortcut commands on the reservation cards, all related statuses with that internal status assignment will be listed. If any of those have status Default, that status will be automatically assigned (when using the shortcuts only), thus no list of available status settings will be presented to the user.
Event Handling	Specifies if the status change should affect the BEO version issued related to the activity. See the Banquet Category setup and the Reservation Type setup for more information on BEO (Banquet Event Orders). None: No BEO version update, the default setting. Update BEO Version: If there are changes on the reservation, issue a new BEO version. Update BEO Version and Notify: If there are changes on the reservation,issue a new BEO version and notify the responsible employees and contacts via email.
Deposit Schedule Handling	When this status is set and the associated reservation has a deposit policy assigned, this setting defines if the process should Issue deposit schedule or Delete (recall) any issued deposit schedule entries. Note: A manually assigned schedule will not be deleted, only schedule entries that are issued based on the assigned deposit policy will be removed.
Group Status Handling	Specifies how the Group "Header" status is changed when the user changes status on individual Group lines in the Group Reservation card. Default will only update the header status when it is changed to Draft or Confirmed. Other options are forcing the same update to the header status, or they open a Yes/No dialog window and ask the user if the header status should be updated.

Rental FastTab

Field	Description
Unit Assignments	Unit Assignment Allowed or Unit Assignment Blocked. Determine if its allowed to assign rental units to the activity when it has this status.
Unit Status Required	None,Assignment Required (Prior), Assignment Returns Required (Prior). Determines if it is required to have the rental unit(s) assigned prior to setting this status or if rental units return is required before assigning this status. Used to control the reservation process flow in rental only.

Emails FastTab

Field	Description
Automated Emails	Determines if emails, for example confirmation emails, are sent to the client or resources when this status is assigned.
Resource Email Template	Here you can select an email template which defines the content of the email that is sent to the resources.
Client Email Template	An email template that defines the content of the email that is sent to the client.
Group Email Template	An email template that defines the content of the email that is sent to the group email address when group status is changed.

Status assignment logic

When a status is assigned from the Reservation card, the following logic is used to decide how the status will affect the activities belonging to the reservation:

If the reservation type has Date Range set as Date Schedule, no status other than Cancel affects the activities. Cancel, however, cancels all activities.
On other reservation types the following statuses are assigned on the activities:
- Draft - Assigning a reservation to Draft assigns all confirmed activities to draft.
- Confirmed - Assigning a reservation as Confirmed assigns all draft activities to confirmed.
- Canceled - Assigning a reservation as Canceled assigns all activities to canceled.
- Waiting List - Assigning a reservation as Waiting List assigns all draft activities to waiting list.

When the status is assigned from the individual activity card, the following logic decides how the activity status assignment will affect the reservation itself:

If the reservation type has Date Range set as Date Schedule, assigning status on individual activity does not affect the status on the reservation itself.
On other reservation types the following is assigned on the reservation:
- Draft - If one activity is assigned to Draft, the reservation is also assigned to Draft.
- Confirmed - If there are no activity entries in Draft or the current reservation status is Canceled, reservation status is set to Confirmed.
- Canceled - If there are no other activity entries with other statuses than Canceled, the reservation is set to Canceled.
- Waiting List - If there are no other entries not on a waiting list, or the reservation is canceled, the reservation status is assigned to Waiting List.

The Email by language action

Here the user can define different client email templates depending on the language code setting for the member or client. If no language is specified for the client or the language option is not in this setup, the default client email template is used as setup in the card. The client's language is specified on the Reservation card and/or the Activity card. If the language is changed on these cards, the new assignment is defaulted for the clients future reservations.