Managing Bookings
Purpose: This article explains how to work through the booking lifecycle in Administrate once a learner is being enrolled, updated, billed, or removed. Use it to understand where bookings are created, how they move through status changes, what can be edited after creation, how finance interacts with them, and where to troubleshoot issues when a booking does not behave as expected.
A booking connects a learner to a training opportunity in Administrate. In practice, that means the booking is where operational enrollment activity happens: who is attending, what status they are in, what financial records are attached, and what actions can still be taken before or after delivery.
If you are new to the topic, start with Bookings Overview for the concept-level introduction. Then use the articles below in the recommended order to work through the operational details.
How to use this section
This section is organized to match the normal booking lifecycle.
- Create the booking when a learner is being enrolled into an event, course, or other training activity.
- Review and manage booking status so the learner is in the correct operational state.
- Edit or cancel the booking when plans change, learner details need correction, or attendance is withdrawn.
- Handle invoices and payments when the booking has financial implications.
- Troubleshoot the booking when something does not behave as expected.
This order matters because booking actions often depend on what has already happened. For example, a booking’s current status may affect what operational actions are available, and linked invoices or payments may affect how straightforward it is to edit or cancel the booking.
What this section covers
- How bookings are created: enrolling learners into training and understanding the key fields or choices involved.
- How booking statuses behave: what status changes mean operationally and when they should be updated.
- How changes are handled after creation: editing details, moving learners, or cancelling participation when needed.
- How finance interacts with bookings: invoices, payments, and the effect financial records can have on booking management.
- How to diagnose common issues: missing actions, incorrect status behavior, financial conflicts, and other booking-related problems.
Booking lifecycle at a glance
Most booking work follows a predictable pattern:
- A learner is added to an event or offering.
- The booking is assigned or progresses through a status.
- Operational changes may happen before delivery, such as edits, transfers, or cancellation.
- Invoices and payments may be created, updated, or reviewed as part of the commercial process.
- Any exceptions are resolved through troubleshooting and corrective action.
Thinking of bookings as a lifecycle helps explain why these articles are grouped together: they are not isolated tasks, but connected stages of the same operational process.
Start here by task
I need to enroll a learner
Go to Creating a Booking to understand how to create a new booking and what information is required.
I need to understand or update booking status
Go to Managing Booking Status to understand what statuses mean and how they affect the booking lifecycle.
I need to change or cancel an existing booking
Go to Editing or Cancelling a Booking for guidance on updating existing bookings and handling cancellation scenarios.
I need to deal with booking finance
Go to Booking Payments and Invoices to understand how financial records relate to the booking and what to check before making changes.
Something is not working as expected
Go to Booking Troubleshooting to diagnose common problems and identify the next corrective step.
Quick start
- Create the booking for the learner.
- Confirm the learner is in the correct booking status.
- Review whether invoices or payments already exist.
- Make any required edits or cancellations with the financial context in mind.
- Use troubleshooting guidance if the booking does not behave as expected.
Recommended reading order
- Creating a Booking
- Managing Booking Status
- Editing or Cancelling a Booking
- Booking Payments and Invoices
- Booking Troubleshooting