> ## Documentation Index > Fetch the complete documentation index at: https://docs.getray.info/llms.txt > Use this file to discover all available pages before exploring further. # Booking Records > The Booking Records screen lists every booking of the organization's spaces, with summary cards, filters, a day calendar, and actions to confirm, mark as paid or cancel a booking, book a space on someone's behalf, and export bookings. Found under Bookings → Booking Records in the RAY admin portal. ## Summary The **Booking Records** screen in the RAY admin portal lists the bookings made for the organization's spaces, such as meeting rooms, desks, courts or halls. Staff use it to follow bookings, approve bookings that need approval, record payments made on site, cancel bookings, and book a space for someone. It has two tabs: **All Bookings**, a list, and **Bookings Calendar**, a day view per space. ## Where to find Booking Records * Menu: **Bookings → Booking Records** (Arabic: **الحجوزات ← سجلات الحجز**) * Tabs: **All Bookings** (كل الحجوزات) and **Bookings Calendar** (تقويم الحجوزات) * Clicking a booking in **All Bookings** opens its detail page. See [Booking details](/bookings/booking-details). ## Who can access Booking Records Booking Records is shown to users with an **Admin** or **Operator** role that includes the bookings feature. The other Bookings screens (**Spaces**, **Booking Setup**) need an Admin role. See the [Portal map](/getting-started/portal-map). ## Booking summary cards Above the list, four cards summarize bookings. Clicking a value filters the list. | Card | Arabic label | What it shows | | --------------------------- | ------------------------------ | -------------------------------------------------- | | **Starting Today** | يبدأ اليوم | Bookings that start today. | | **Awaiting Approval** | بانتظار الموافقة | Bookings waiting for an admin to confirm them. | | **Outstanding (On-site)** | المبالغ المفتوحة (في الموقع) | Bookings to be paid on site that are not paid yet. | | **Outstanding (Post-paid)** | المبالغ المفتوحة (الدفع الآجل) | Post-paid bookings not paid yet, by age. | Users who can see **Analytics and Insights** also get a link from the cards to booking analytics. ## All Bookings list columns | Column | Meaning | | ---------------------------- | ------------------------------------------------------------------------------------------------------------------ | | **ID** | Booking number. | | **Spaces** | The booked space, with the sub-space underneath when one was booked. | | **Code** | The booking's code. | | **Booked by** | The person the booking is for. | | **Type** | The booking policy type of the space: **Hourly**, **Daily**, **Weekly**, **Monthly**, **Quarterly** or **Yearly**. | | **Start Time**, **End Time** | When the booking starts and ends. | | **Status** | **Pending**, **Confirmed** or **Canceled**. | | **Invoice** | The booking's invoice number, when there is one. Click it to open the invoice. | | **Payment Amount** | The amount, in the booking's currency, or in **Credits** when paid with a subscription. | | **Payment Status** | **Pending**, **Complete**, **Failed**, **Refunded** or **Failed Refund**. | | Actions | **Mark As Paid**, **Confirm** and **Cancel**, when available. | The list refreshes automatically. ## Filtering bookings Quick filters above the list: **Pending**, **Confirmed** and **Cancelled**. More filters: booking **ID**, **Booked by**, **Category**, **Spaces** and **Locations**. The list can also be narrowed by user and unit. ## Booking actions: Confirm, Mark As Paid and Cancel The actions on a booking depend on its status, its payment method and its booking policy. They appear in the booking's row and at the top of its detail page. | Action | When it is available | | ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Confirm** | The booking is **Pending** and its booking policy has **Requires Admin Approval**, and the booking is already paid or free (card, Apple Pay, Google Pay, credits), or it is post-paid and invoiced. | | **Mark As Paid** | The payment is **Pending** and the booking is paid **On-Site (Cash)** or **On-Site (Card)**, or it is **Postpaid** and not invoiced. | | **Cancel** | The booking is not already canceled and has not ended yet. | **Confirm** asks "Are you sure you want confirm this booking?" in a **Confirm Booking** dialog. **Mark As Paid** asks "Are you sure you want to mark this booking as paid?". ## How to cancel a booking 1. Click **Cancel** on the booking's row, or at the top of its detail page. 2. In the **Cancel Booking** dialog, enter a **Cancellation Reason** (optional). 3. Read the refund message, then click **Cancel**. **Dismiss** closes the dialog without canceling. The refund message depends on the booking policy's cancellation notice period: | Situation | Message shown | | ------------------------------------------------------- | -------------------------------------------------------------------------------------------------- | | Canceled within the notice period | "User will automatically receive a full refund" | | Outside the notice period | "User will not be refunded, as per the booking policy". A **Force Full Refund** checkbox is shown. | | Outside the notice period, **Force Full Refund** ticked | "User will be fully refunded" | ## How to export bookings 1. Click **Export** above the list. 2. In **Export Bookings**, choose the **Start Date** and **End Date**. The range can be at most 31 days; a longer range shows "The maximum exportable duration is 31 days". 3. Click **Export**. The portal downloads a file named "Bookings - ``". ## Bookings Calendar The **Bookings Calendar** tab shows one day at a time, with one column per space and one row per hour, plus an **All day** row for bookings that span whole days. Use the arrows to move a day back or forward and **Today** to return to today. Filter by **Category**, **Locations** and **Space**, and reset with **Clear Filters**. Clicking a booking opens a summary with the space, sub-space, **Booked by**, **Title**, **Start Time**, **End Time**, **Invitees**, payment and invoice; **Done** closes it. ## How to book a space for someone Click **Book a Space** above the list and choose **Standard Booking** or **Freeform Booking**. See [Book a space](/bookings/book-a-space). ## Common questions about Booking Records ### How do I approve a booking? Click **Confirm** on the booking. **Confirm** is shown for **Pending** bookings whose booking policy has **Requires Admin Approval**. Use the **Awaiting Approval** card to find them. ### Why is there no Confirm button on a booking? The booking is already **Confirmed**, or its booking policy does not have **Requires Admin Approval**, or its payment is not in a state that allows confirmation. See the table in *Booking actions*. ### How do I record a payment made at reception? Click **Mark As Paid** on the booking. It is available for bookings paid **On-Site (Cash)**, **On-Site (Card)** or **Postpaid** (when not invoiced) whose payment is still **Pending**. Use the **Outstanding (On-site)** and **Outstanding (Post-paid)** cards to find them. ### How do I refund a booking cancelled late? Cancel the booking and tick **Force Full Refund**. The checkbox appears when the cancellation is outside the policy's notice period. ### Why can't I cancel a booking? Bookings that are already canceled, or that have already ended, cannot be canceled. ## Related pages * [Booking details](/bookings/booking-details): one booking's page, threads, form and invitees. * [Book a space](/bookings/book-a-space): creating a booking from the portal. * [Booking Setup](/bookings/booking-setup): booking policies, pricing schemes and operating hours. * [Spaces](/bookings/spaces): the bookable spaces.