Reservation Statuses and Allowed Status Changes Documentation

A reservation is one person or unit filling a slot on a resource need, or a held quantity of units not yet named. Every reservation has one of seven statuses. The status records what happened to that filler, and it decides which coverage rung the reservation's units count toward. This page lists the statuses, the labels the app shows for them, and the moves allowed between them.

Statuses

Status	Label in the app	Coverage rung	Meaning
Planned	Tentative	Tentative	Assigned but not confirmed. A soft hold: visible to everyone so nobody double-books the slot, but nothing is promised. New reservations start here.
Requested	Awaiting confirmation	Awaiting	Someone has been asked and owes an answer. It applies to gear as well as people, which is why it is not called "invited".
Confirmed	Confirmed	Secured	The person or supplier has committed.
CheckedIn	Checked in	Secured	On site.
Completed	Completed	Secured	Finished the work.
NoShow	No-show	None	Never arrived. The unit counts as open again.
Released	Released	None	Pulled off the slot, cancelled, or left mid-show. Also the right status for a slot that was cut and never refilled. The unit counts as open again.

Confirmed, Checked in and Completed all count as secured, but they keep separate labels because on site they are three different facts.

Allowed Status Changes

From	Can move to
Planned	Requested, Confirmed, CheckedIn, NoShow, Released
Requested	Confirmed, CheckedIn, NoShow, Released
Confirmed	CheckedIn, NoShow, Released
CheckedIn	Completed, Released
Completed	Nothing. Final.
NoShow	Nothing. Final.
Released	Nothing. Final.

stateDiagram-v2
    Planned --> Requested
    Planned --> Confirmed
    Requested --> Confirmed
    Planned --> CheckedIn
    Requested --> CheckedIn
    Confirmed --> CheckedIn
    CheckedIn --> Completed
    Planned --> NoShow
    Requested --> NoShow
    Confirmed --> NoShow
    Planned --> Released
    Requested --> Released
    Confirmed --> Released
    CheckedIn --> Released

A few rules follow from this:

No going backwards. There is no move back to Planned or Requested. Taking back a request from someone who already agreed is a release, not a downgrade.
Arriving without confirming is real. A tentative or awaiting reservation can go straight to Checked in.
Swapped is not a status. Replacing someone records a No-show or Released on the outgoing reservation and links it to the new one, so the record keeps both why the slot emptied and who refilled it. See swap in a replacement.
Checking in starts the actual schedule. The move to Checked in copies the need's planned schedule onto the reservation as its actual schedule, ready to correct.

Reservations from Vendor Orders

When a need is on an external order, the order holds its units as reservations, and the order's status sets theirs. You cannot change these reservations directly; change the order instead.

Order status	Reservation status	Rung
Draft	Planned	Tentative
Sent, Quoted, Awarded	Requested	Awaiting
Confirmed, Paid	Confirmed	Secured
Abandoned, Canceled	Released	None

Unlike a person's reservation, an order's reservation can move backwards, because an order can: if an order is reopened, its units come back with it. If people are already assigned against an order line, the order holds only the remaining units, so nothing is counted twice. Internal orders do not hold reservations; their units count once you assign your own people to the need.

Where Statuses Change

On an event, the Roster offers Confirm, Check in, Complete, No-show and Release, each only from the statuses it can follow. On the organization's Coverage page, a tentative reservation made in planning can be confirmed from its panel. Reservations made against something that was received are changed in their event.

Introduction to Coverage

How reservation statuses roll up into each need's coverage badge.

Tracking Changes

Which status changes raise a Needs review flag.