Booking statuses, check-in rules and payments

What each booking status means, when check-in opens and closes, how unpaid money gates check-in, and who can reschedule, cancel or mark no-shows.

Every booking moves through a fixed set of statuses. Understanding them tells you at a glance what needs doing — and what WagDay will and won't let happen next.

The seven statuses

Status	What it means
Pending	Booked but not yet confirmed — it's waiting on staff action.
Awaiting Payment	Payment is required before the booking can be confirmed.
Confirmed	Locked in. The pet is expected at the scheduled time.
Checked In	The pet is on-site now.
Checked Out	The stay is complete.
Cancelled	The booking was cancelled.
No Show	The pet never arrived.

The allowed moves are strict: Pending, Awaiting Payment and Confirmed bookings can be confirmed, checked in (Confirmed only), cancelled or marked no-show. A booking that's Checked In can only move to Checked Out. Checked Out, Cancelled and No Show are final — nothing changes after that.

Check-in and check-out

All staff can check pets in and out — it's not a manager-only job.

Check-in opens 30 minutes before the scheduled start and stays open until the end of the start day in the facility's own timezone — a Perth location runs on Perth time, not yours.
Check-out is available any time after the pet is checked in.
Tap Check In or Check Out on the booking. The dialog offers quick tags (meds handed over, belongings left, and so on) plus a notes field, so the handover facts land on the booking's activity feed without typing.

Anything that needs attention at the door appears in the same dialog before you confirm: expired or expiring vaccinations, open incident follow-ups, money still owing, or belongings to return at pickup. These don't block the action, but you must tap to confirm you've raised them with the owner. Minor incidents can be marked "discussed with owner" and resolved right there.

Most desks run check-in by scanning the customer's QR code instead — see QR code check-in and check-out.

Unpaid money blocks check-in

If a booking has an unpaid deposit or an outstanding balance, check-in is blocked until the money is sorted. The dialog shows exactly what's owing and gives you two options:

Take payment now — opens the facility's secure online checkout so the customer pays on the spot.
Defer payment — Managers and above only. Set a new payment due date (tomorrow at the earliest) with an optional reason, and check-in proceeds. The booking stays visibly unpaid until then.

A booking counts as settled when it's paid in full or covered by a paid invoice — either one clears the gate.

No-shows

A booking can only be marked as a no-show once its scheduled start time has passed — a future booking isn't a no-show yet.

One at a time: open the booking and choose Mark no-show (Managers and above).
In bulk: select the bookings in the Bookings list and use the bulk no-show action — available to all staff.

A no-show fee may apply per your location's policy. See No-show and late-cancel charges.

Who can do what

All staff — create bookings, check pets in and out, bulk-mark no-shows.
Managers and above — reschedule and cancel bookings, cancel the rest of a recurring series, defer payment at check-in, apply vouchers after the fact.
Admins and above — process refunds.

Rescheduling is possible until 24 hours before the booking starts. Cancellations must be at least as far ahead as the location's cancellation notice period — your facility sets this per location (24 hours by default).