A booking status describes the stage of a booking: Request, Pending, Confirmed, Completed or Canceled. Published is a separate setting for public show information. A confirmed booking can remain unpublished.
This guide is for artists and artist team members. Which bookings, categories and actions you can access depends on your role and the permissions for the booking.
What does each booking status mean?
Status | Use it for | Do not assume |
Request | An incoming or recorded booking enquiry that still needs to be assessed. | The show is agreed or everyone in the artist team can see the request. |
Pending | A booking still being discussed or held as an option, with details or a decision outstanding. | The date is final, an option has an automatic deadline, or the booking is hidden from every artist team member. |
Confirmed | A booking you consider agreed and definite. | A contract has been signed, an invoice has been paid, or the show has been published. |
Completed | A booking you have finished handling in your workflow. | Changing this status proves payment, marks an invoice as paid, or completes every task. |
Canceled | A booking that will not go ahead. | The booking has been deleted, its financial matters are settled, or its comment is private. |
Use the status that reflects the actual agreement. Do not rely on the form's initial selection: a manually created booking in an artist account can start with Confirmed selected. You can choose another status where your permissions allow it.
Canceled is the spelling used in the English app. It means the same as “cancelled”.
How do I change a booking's status?
Open Bookings and open the relevant booking.
If the condensed preview opens, select Edit details.
Find the status control at the top of the booking. The highlighted label is its current status.
Open the small dropdown arrow beside the status buttons to see the available statuses, then select the required status.
Review the selected status and select Save.
The adjacent action button can move the booking to the next displayed stage. For example, a Pending booking shows > Confirmed, and a Confirmed booking shows > Completed. Read the button before using it; it changes the status rather than opening the booking details.
If you selected the wrong status and have not saved, use the booking's Discard action to return to the saved state. Check the status again before closing. Your personal save-confirmation settings can affect what happens when you switch tabs or close an edited booking.
If you can read the booking but cannot edit its status, check your assigned permissions with the person who manages your artist group or the booking. Changing your notification preferences does not give you editing rights.
Is Confirmed the same as a signed contract?
No. Confirmed records the booking's workflow status. Check the actual contract and its signature state separately.
For example, you may have agreed a club show with the promoter while the performance contract is still a draft. Setting the booking to Confirmed does not itself send that contract or collect a signature.
Is Completed the same as paid?
No. A booking status is not proof that money has arrived. Review the relevant invoice, its payment information and your actual payment records separately.
A completed show can still have an outstanding invoice. Equally, a deposit may be paid before a future show takes place. Track those financial facts in the appropriate records rather than trying to express them only through the booking status.
What is the difference between status and Published?
Published controls whether booking information is made available for public show output, such as an enabled public show listing or website integration. The booking status describes your workflow. These are separate decisions.
Example | Booking status | Publication decision |
A club show is agreed but the announcement is under embargo. | Confirmed. | Keep it Not published until the agreed announcement. |
A private corporate performance is confirmed. | Confirmed. | Keep it Not published if it must not appear publicly. |
A public show is ready to announce. | Choose the status that matches the agreement. | Review the public details and deliberately enable publication. |
In the editing view, Publish ? is the publication action for an unpublished booking. In the preview, Not published identifies the saved unpublished state. Do not mistake either control for the booking status.
An event type such as “Corporate event” is descriptive; it is not a substitute for checking publication. Before publishing, review the event name, venue, dates, times and public description. Only use information intended for the audience of the public listing.
Not published does not mean invisible to every person. Authorized team members and collaborators may still see the booking in Optune. Access permissions, shared booking links, private calendar feeds and public show publication are separate controls. Do not use the publication label alone to decide who can access sensitive information.
Who can see Pending bookings and Requests?
Fixed artist team members can have access to Pending bookings. Do not use Pending as a way to keep a booking private from the artist team. Access to specific information and editing actions remains permission-dependent.
Requests have separate visibility settings. Do not assume that a person who can see Pending bookings can also see every Request. Private calendar-feed settings must also be checked separately; the app's request visibility alone is not a complete description of what a configured feed may include.
When access is unclear, review the actual member and booking permissions. Do not publish a booking simply to make it available to a colleague inside Optune.
How do I record an option or decision deadline?
Use Pending for a booking that is still an option. Record the agreed deadline and assign a dated follow-up task to the responsible person. See Create and manage artist tasks.
A status alone is not an automatic expiry rule. Blocked availability describes a period of availability; it is not an automatic deadline for accepting or rejecting an option. If you are considering several independent shows, keep separate bookings so their decisions and details remain clear.
How do I cancel a booking and handle the reason?
Select Canceled in the status dropdown. Optune opens a confirmation asking Do you really want to cancel this booking?, with a Reason / comment field and a Yes, cancel booking action.
Write a factual, professional reason suitable for users who are authorized to see the booking. Treat the reason as shared booking information, not a private internal note. Do not include sensitive personal explanations or comments intended only for yourself.
If you decide not to cancel, close the confirmation and check the status in the editor. If the editor still shows Canceled, use Discard to restore the saved status before closing or saving the booking.
Canceling and deleting are different actions. A canceled booking can remain useful as a record of the decision and any work still to resolve. The editor offers > Re-open for a canceled booking; review the resulting status and save the intended state if the event is revived.
Will everyone automatically receive a status email?
Do not assume so. Notifications depend on the recipient's personal group, event and channel settings, and their access to the relevant information. See Manage email and in-app notifications.
For an important agreement, deadline or cancellation, confirm that the relevant people have the information they need rather than treating the status label as proof of delivery.