What happens technically when a status changes?

In i-Reserve, a reservation can change status — for example, from option to confirmed, or from cancelled to expired. When such a change occurs, a series of actions is triggered behind the scenes. These actions are executed in a specific order to ensure consistency and reliability.

Phase 1: Before the Status Change

Before the actual status change takes place, i-Reserve performs several preliminary steps:

1. Draft Invoice

If invoicing is required, the system checks whether a draft invoice already exists. If not, it will generate one.

2. Final Invoice

If configured to do so, i-Reserve will generate a final invoice based on the draft.

⚠️ This final invoice only gets created if a draft invoice is already available.

3. Integrations

All connected systems (such as accounting software, access control, or planning tools) are notified about the upcoming status change so they can synchronize accordingly.

Phase 2: During the Status Change

At the moment the status is being updated, notifications are triggered:

4. Send Email

Depending on the configuration of the arrangement or location, an email is sent automatically to relevant recipients (such as the organizer or participants).

5. Send SMS

If enabled, an SMS can be sent when specific status changes occur (e.g., confirmation or cancellation).

Phase 3: After the Status Change

Once the new status is applied, additional processing takes place:

6. Update Event Capacity

The number of attendees or available spots in the linked event is adjusted based on the new reservation status.

7. Waitlist Processing

If the reservation came from a waitlist, or if it frees up a spot, the waitlist is updated. For example, the next person on the list might automatically be granted a spot.

8. Credits (Punch Cards)

If punch cards are used, the correct number of credits will be deducted or refunded depending on the new status.

9. Player Emails

If the reservation is linked to individual players (common in sports environments), a separate email may be sent to all listed players.

10. Hooks (Webhooks)

Finally, webhooks can be triggered to notify external systems or custom integrations about the change in status.

Summary

A status change in i-Reserve is more than just updating a field. It triggers a carefully structured workflow involving financial, communication, and logistical processes. By following this order, i-Reserve ensures that the system remains automated, accurate, and efficient — without the need for manual intervention.