The booking status shows your agency's internal progress. Published is a separate setting for public display. A booking can be Confirmed while it remains unpublished.
This guide is for booking agents with permission to edit the booking. Status, public visibility, team access and invoice payment are separate things to review.
What do the five booking statuses mean?
Status | When to use it |
Request | A potential engagement is being reviewed. Use this while you assess an inquiry and the arrangements are not yet settled. |
Pending | The booking is tentative or an option is being held. Record the information you already have and follow up before the option expires. |
Confirmed | The engagement is agreed. Check the actual agreement and required approvals before selecting this status. |
Completed | The booking workflow is finished according to your agency's process. Check the invoices and outstanding payments separately before closing your administration. |
Canceled | The engagement will not go ahead. Keep the record if you need its history, notes or related documents. |
A booking status is a workflow label. It is not evidence of a bank payment, a signed contract or the delivery of a notification. Review those records in their own workflows.
How do I change a booking's status?
Open the booking from Bookings or your calendar.
At the top of the booking, review the current status. The adjacent button offers a next step, such as > Confirmed.
To choose a different status, open the arrow beside the status buttons. Select Request, Pending, Confirmed, Completed or Canceled.
Review the new status and the separate publication setting, then select Save.
Reopen the booking if you need to confirm the saved result.
Use Discard to reject unsaved changes. Closing the booking is not a reliable way to discard them: in My Account > Settings > Booking settings, Confirm to save booking determines whether changes are saved automatically when you switch tabs or close the details, or whether Optune asks for confirmation.
How is Published different from Confirmed?
Confirmed describes the agreed engagement. Published controls public display through public artist profiles, website integrations and public feeds. Changing the status to Confirmed does not by itself turn on publication.
For example, a festival performance may be fully confirmed while the line-up is still under embargo. Keep the booking unpublished until it may be announced. Use the same approach for a private event that should not appear publicly.
Review the publication control separately when public release is intended. The unpublished control can appear as Publish ?. After publishing, check the actual public profile or integration: its filters and refresh timing can also affect what appears.
Public publication is not the same as granting access to an artist team member, sharing a booking link or choosing which categories a recipient may see. Review those access settings separately.
How do I manage an option or tentative hold?
Create or keep the booking as Pending.
Record the known show dates, venue, terms and relevant notes.
Create a task in the booking with a clear owner and a due date matching the option deadline.
When the deadline arrives, review the outcome and confirm, cancel or otherwise resolve the booking as appropriate.
Do not rely on Pending to cancel or confirm a booking automatically when an option expires. A task makes the required follow-up explicit. See Create and manage agency tasks.
Does changing the status notify everyone?
Do not assume every status change sends an immediate email to every person involved. Notifications depend on the person's channel and event settings and on the relevant access context.
Check Agency email and in-app notification settings. For a time-sensitive agreement or cancellation, make sure the people concerned have received and understood the information through your usual communication process.
What should I check after canceling or reopening a booking?
Review public visibility, pending tasks, production arrangements, shared information and related documents. Do not assume the booking status completes those separate administrative actions for you.
If an engagement is revived, reopen the booking and choose the appropriate status from the same menu. Review the show and operational dates again rather than assuming the previous arrangements are still correct. See Operational period for agency bookings.
For the full creation and editing workflow, see Create and edit agency bookings.