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Actions and Checklists

When a booking is confirmed, the system automatically creates a checklist of actions based on the service types in the booking. Actions track what needs to be done, by whom, and by when, ensuring nothing is missed before travel.

How Actions Are Generated

When you change a booking's status to CONFIRMED, the system:

  1. Looks at each service line in the booking.
  2. Matches the service type (Hotel, Flight, Transfer, etc.) against configured action templates.
  3. Creates action items from the matching templates.
  4. Sets due dates, assignees, and dependencies based on the template rules.

For example, a booking with a Hotel and a Flight service line might generate actions like "Confirm hotel reservation", "Obtain flight PNR", "Upload e-tickets", and "Send booking confirmation".

Note: Action templates are configured by administrators. See the Action Templates Guide for setup details.

Viewing the Actions Tab

  1. Navigate to a booking's detail page.
  2. Click the Actions tab.
  3. Actions are grouped by service line (Hotel, Flight, Transfer, etc.).
  4. A summary bar at the top shows counts: total, completed, pending, blocked, and overdue.

Action Statuses

Icon Status Meaning
Blue circle Pending Not yet started
Blue play In Progress Work has begun
Amber clock Awaiting Supplier Waiting for an external response
Green check Completed Done
Red X Failed Could not be completed
Grey dash Not Required Skipped -- not needed for this booking
Grey lock Blocked Waiting for a dependency to complete first

Completing an Action

  1. Find the action in the list.
  2. Click the green check button.
  3. If the action requires specific data (e.g., a confirmation reference or payment amount), fill in the required fields.
  4. Add any notes.
  5. Click Mark as Completed.

Updating an Action's Status

You can also set other statuses:

  • In Progress -- Click the play button to indicate you have started working on it.
  • Awaiting Supplier -- Click the clock button when you are waiting for an external response.
  • Failed -- Click the X button if the action cannot be completed. Enter a reason.
  • Not Required -- Click the dash button to skip an action that does not apply.

Working with Dependencies

Some actions depend on others being completed first:

  • Dependent actions show "depends on: #N [description]" below the action title.
  • These actions are blocked (grey lock icon) until all dependencies are completed.
  • Complete actions in sequence -- the system enforces the order.

For example, "Send voucher to customer" might depend on "Confirm hotel reservation" and "Obtain flight PNR" both being completed.

Adding a Custom Action

  1. Click + Add Custom Action on the Actions tab.
  2. Select a service line to associate with, or leave as "Booking-level" for general tasks.
  3. Enter a description.
  4. Optionally set an assignee and due date.
  5. Check "Required for voucher generation" if the action must be completed before a voucher can be generated.
  6. Click Add Action.

Custom actions work the same as template-generated actions but are specific to this booking.

Overdue Actions

  • Actions with due dates in the past are highlighted in red.
  • Actions due within 24 hours are shown in amber.
  • The summary bar at the top of the Actions tab shows the overdue count.

My Actions Page

The My Actions page (accessible from the Bookings menu) shows all your pending and overdue actions across all bookings. Use this page to:

  • See your full task list at a glance
  • Identify overdue items that need immediate attention
  • Click through to the relevant booking to complete actions

Voucher Readiness

The Voucher Ready indicator on the Actions tab shows whether all required actions are completed:

  • Green -- All required actions are complete. The voucher can be generated.
  • Disabled/grey -- Some required actions are still pending. The Generate Voucher button on the Documents tab remains disabled.

This ensures that vouchers are only generated when all necessary supplier confirmations and details have been collected.

Next Steps