How trip statuses work
A trip status is an operating rule, not only a label. It determines whether a trip is internal or shareable, whether travelers can book, whether the itinerary can be edited, and which activities happen automatically.
A trip can move directly from Draft to Published, or use Pending approval as an optional, reversible review stage first. After publication, the normal path continues through Booked → Confirmed → In progress → Completed → Closed. A trip can be Cancelled before departure orInterrupted after it starts.
Travelers normally see clear availability messages such as Available, Confirmed, and Sold out. Internal statuses such as Published and Booked help your team manage the trip lifecycle.
Complete status guide
Draft
Draft is your internal workspace. The trip is fully editable, does not appear in a catalog, has no traveler-facing trip page, and cannot accept bookings or payments. Publish it directly when it is ready for release, or move it to Pending approval first when someone should review the public page.
Pending approval
The trip has an unlisted public review page that you can share with a customer, manager, or other reviewer. It never appears in public catalog lists, even when the trip is not marked private, and search engines are asked not to index it. The page does not require sign-in: asking search engines not to index it is not access protection. Use a private trip link instead when the review is confidential. It cannot accept bookings or payments. Editing remains available, including dates, duration, and itinerary structure. Coordinate substantial changes with anyone already reviewing the trip.
Published
The trip has been released. Its persistent public link remains available, while portal settings decide whether it is listed in a catalog. Booking can begin when booking is enabled, and configured early payment collection may also begin. From this point onward, saved itinerary changes are recorded in a read-only accountability history, and the trip cannot return to Draft. Use Pending approval before publishing when the review stage needs to remain reversible.
Booked
At least one traveler counts as joining the trip. Monitouring applies this status automatically after a traveler is accepted. If your capacity settings count pending requests, a pending request can also make the trip Booked while still requiring operator review. Editing, visibility, booking, and payment behavior otherwise remain similar to Published.
Confirmed
The trip will proceed. Monitoring begins and configured payment-request activity starts. Travelers can continue booking until you stop bookings, capacity is sold out, or the departure begins. Itinerary editing remains available when an operational or schedule change is necessary, but the editor warns the operator and records the resulting saved trip.
In progress
Monitouring moves a confirmed trip to In progress automatically on its departure date. New bookings stop. Necessary operational edits remain available and recorded while the trip is running. Use Interrupt trip only for an emergency that stops the trip.
Completed
Monitouring marks the trip Completed after its end date. The itinerary editor is frozen, but post-trip operational work, communication, and outstanding payment work can continue. The trip closes automatically 30 days after its end date.
Interrupted
Interrupted is an emergency stop for a trip that was already in progress. Booking and monitoring stop, while incident and operational follow-up remain available. An interrupted trip stays visible to your team until an operator closes it manually. Close it before moving it to Trash.
Cancelled
Cancelled means the trip will not depart. Booking, catalog visibility, monitoring, and automatic payment reminders stop, while lasting financial and communication records remain available. Existing private links remain available unless you revoke them. A cancelled trip is not reopened; create a new Draft when you need a replacement departure with new dates.
Closed
Closed is the final, read-only record. Editing and trip links are disabled, and temporary monitoring and notification information is cleaned up. Messages, files, financial records, confirmations, and accountability history remain.
Actions by status
| Status | Itinerary editing | Traveler access | Booking | Operations | Next step |
|---|---|---|---|---|---|
| Draft | Full | None | No | Planning | Publish directly or share for review |
| Pending approval | Schedule and itinerary edits, warning | Unlisted public review page | No | Planning | Return to Draft or publish |
| Published | Schedule and itinerary edits, warning + record | Public or private | Yes | Active preparation | Booked, Confirmed, or Cancelled |
| Booked | Schedule and itinerary edits, warning + record | Public or private | Yes | Active preparation | Confirmed or Cancelled |
| Confirmed | Schedule and itinerary edits, warning + record | Public or private | Yes, until stopped | Monitoring and preparation | Starts automatically or is Cancelled |
| In progress | Operational edits, recorded | Trip access | No | Live operation | Completes automatically or is Interrupted |
| Completed | Read-only | Trip access | No | Post-trip work | Closes automatically |
| Interrupted | Read-only | Existing access | No | Incident follow-up | Close manually |
| Cancelled | Read-only | Existing links unless revoked | No | Manual cleanup | Create a replacement Draft |
| Closed | Read-only | None | No | Historical review | Terminal |
Editing and accountability
Trip dates and duration can be changed, and itinerary days can be added, removed, or reordered, from Draft through Confirmed. This includes Pending approval, Published, and Booked trips. From Pending approval through Confirmed, the editor warns that schedule changes can put parties and tracking out of sync. Coordinate necessary changes carefully.
From Published onward, permitted edits record who made the change, when it was made, and the resulting saved trip content. Once a trip is In progress, its dates, duration, and day structure are locked, while necessary operational edits remain available and recorded. Completed, Cancelled, Interrupted, and Closed trips cannot be edited.
Booking and availability
- Booking is available only while a trip is Published, Booked, or Confirmed.
- You can stop bookings manually without cancelling a confirmed trip.
- Booking stops automatically when maximum capacity is reached.
- Booking always stops when the trip moves to In progress.
- Available means booking is open and capacity remains.
- Confirmed means the trip will proceed and can still accept bookings.
- Sold out means maximum capacity has been reached.
Catalogs and links
Pending approval exposes the normal public trip page through an unlisted review link and never appears in a public catalog. It is available without sign-in, so use a private trip link for confidential review. Published, Booked, and Confirmed trips can appear in a catalog when they are listed. Hiding a trip from catalog lists, or disabling the organization catalog, does not disable its persistent public trip link or its issued private links. Cancelled and Interrupted trips are removed from catalogs, and Closed trips are no longer available through trip links.
Your organization can choose whether normal trips leave the catalog when they become In progress, Completed, or Closed. Closed trips are always removed, and catalog visibility never reopens booking.
Payments, reminders, and monitoring
- Configured payment collection can begin after publication; it never begins in Draft or Pending approval.
- Confirmation starts monitoring and the configured payment-request workflow.
- Cancellation stops automatic payment reminders without deleting financial records.
- Outstanding balance and post-trip work can continue during In progress, Completed, or Interrupted follow-up.
- Monitoring stops when a trip is Completed, Cancelled, or Interrupted.
- Closed trips keep lasting business records while temporary operational information is cleaned up.
Cancelling, interrupting, and replacing
Cancelling a whole trip is different from removing one traveler. Use Cancelled only when the departure itself will not happen. Use Interrupted only when an operating trip stops because of an emergency.
A replacement departure starts as a new Draft. Reuse trip templates or other reusable content, but keep travelers, bookings, payments, messages, monitoring, private access links, and completed operational work with the original trip.
Frequently asked questions
Can I return a published trip to Draft?
No. Make necessary recorded edits, or create a replacement Draft using reusable content from the original trip when a major replanning effort needs a new lifecycle.
Can travelers book a trip under review?
No. Pending approval links are for review only. Booking starts after the trip is Published.
Do I have to use Pending approval before publishing?
No. You can publish directly from Draft. Use Pending approval when you need a shareable public-page review that can still return to Draft and must remain out of public catalog lists.
Can I change a confirmed trip?
Yes. Necessary content, schedule, and operational corrections remain available, with a warning and a recorded result. Coordinate changes to dates, duration, or itinerary-day structure carefully because they can put parties and tracking out of sync. These schedule changes become locked when the trip moves to In progress.
What should I do when dates change after cancellation?
Create a replacement trip in Draft while the cancelled trip keeps its original records.
Why is a completed trip still visible?
Completed trips remain available for post-trip work and may remain in a catalog according to your organization's settings.
When can I move a trip to Trash?
Only Draft, Cancelled, and Closed trips can move to Trash. Close an Interrupted trip first.