Once you've published activities on the Buddy Booking Platform, you'll need to manage changes while maintaining a smooth experience for your customers. Understanding when and how to make changes helps you maintain operational flexibility while ensuring customer satisfaction.
Understanding Activity States
Activities on the platform exist in different states that determine how they can be managed and what changes are permitted. Understanding these states is crucial for effective activity management.
Draft Activities
Draft status gives you complete flexibility to configure and refine your activity before making it available to customers. In draft state:
All details can be modified freely
No bookings exist yet
Changes don't affect customers
Testing and refinement is possible
Preview options are available
Published Activities
Published activities are live and available for booking. Management options depend on whether bookings exist:
Without Bookings
Published activities with no current bookings offer significant flexibility:
Most details can be modified
Pricing can be adjusted
Schedules can be changed
Capacity can be updated
Customer types can be modified
With Bookings
When customers have booked an activity, certain restrictions apply to protect their experience:
Core details must remain consistent
Pricing cannot be changed
Customer types can be added
Complete details of which options can be updated is available below.
Unpublished Activities
Unpublishing an activity removes it from new bookings while maintaining existing ones:
No new bookings accepted
Existing bookings preserved
Historical data maintained
Can be republished later
Good for seasonal pauses
Making Changes to Published Activities
When you need to modify a published activity, understanding the available options helps you make changes effectively while maintaining customer satisfaction.
You can edit activities by navigating to Settings > Activity Management > Activities > Click on the Actions > Edit.
Editing and Deleting a draft activity
Editing a draft activity
Making changes to draft activities is allowed. You can change title, description, customer types, pricing, add-ons, inclusions and exclusions and location.
Deleting a draft activity
An activity in draft status can be deleted.
Deleting an activity from Settings > Activities will also delete all its availabilities.
Editing and Deleting a Published Activity
Editing a published activity that may or may not have bookings
Making changes to activities is allowed however, what can be updated is different for tours, courses and trips.
Tours & Courses
Title and Description: Can be updated
Capacity & Customers
Capacity: Buddy Bookable Capacity and Total Bookable Capacity can be updated
Customers:
Can add/enable a new Customer Type which was not selected earlier
Can edit limit of already added Customer Type
Cannot remove/disable already added Customer Type
Customer/Course Pricing: Cannot edit price of already added customer type
What’s Included & Excluded, Add-ons:
What’s Included & Excluded: Can update both
Add-ons:
Cannot remove already added Add-on/s
Can add new Add-on
Location & Meeting Instructions: Can be updated. The existing bookings should be notified about this change.
Pictures: Can be updated
Bookability: Can be updated
Waivers & Medical Forms: Can update links. Note that the newly updated links will be applicable to the upcoming bookings, and you should reach out to the existing customers to get the updated waiver signed.
Trips
Title, Description & Trip Host: Can be updated
Accommodations:
Capacity: Buddy Bookable Capacity and Total Bookable Capacity are editable
Customers:
Can add/enable a new Accommodation which was not selected earlier
Can edit limit of already added Accommodation
Cannot remove/disable already added Accommodation
Trip Pricing: Cannot edit price of already added Accommodation
What’s Included & Excluded, Requirements, Itinerary, Add-ons:
What’s Included & Excluded, Requirements, Itinerary: Can update all
Add-ons:
Cannot remove already added Add-on
Can add new Add-on
Location & Meeting Instructions: Can be updated. The existing bookings should be notified about this change.
Pictures: Can be updated
Bookability: Can be updated
Waivers & Medical Forms: Can update links. Note that the newly updated links will be applicable to the upcoming bookings, and you should reach out to the existing customers to get the updated waiver signed.
Deleting a published activity that has 0 bookings
An activity with 0 bookings can be deleted.
Deleting an activity from Settings > Activities will also delete all its availabilities.
Deleting a published activity that has at least one booking
In case you need to delete an activity availability which has active booking/s, you can do so from the calendar page by selecting that particular availability.
Note that you will have to manually contact customers to know their preferences; rebook (reschedule) them to other date/slots or refund, and process their request accordingly.
If customers do not wish to rebook, then proceed to process full refund.
If you are not able to establish contact with any customers, we recommend to process refund and then delete the activity.
Frequently Asked Questions
Frequently Asked Questions
Activity States
Q: When should I unpublish versus delete an activity?
A: Choose based on your needs:
Unpublish when:
Temporarily stopping offerings
Seasonal activities pause
Reviewing major changes
Maintaining booking history
Planning future reuse
Delete when:
Permanently discontinuing
Replacing with new version
Cleaning up old listings
No historical need exists
Fresh start required
Q: Can I convert an unpublished activity back to draft?
A: No, activity states progress forward only:
Draft → Published
Published → Unpublished
Create new draft if needed
Copy details to new activity
Review all settings
Making Changes
Q: How can I update a published activity?
A: You can update a published activity by navigating to Settings > Activities > Select the desired activity from Tours/Courses/Trips > Edit Activity Listing on the top right corner.
Note that certain parameters such as pricing or removing a customer/accommodation/add-on cannot be done once the activity is published. Refer to this section above for further details.
Q: How do I handle price changes for published activities?
A: You cannot update pricing of a published activity. If you really need to update the pricing it is recommended that the current activity is unpublished and a new activity is created. Refer to this section above for further details.
Booking Management
Q: What if I need to change something that affects current bookings?
A: You can update a published activity by navigating to Settings > Activities > Select the desired activity from Tours/Courses/Trips > Click on Edit Activity Listing on the top right corner.
Note that certain parameters such as pricing or removing a customer/accommodation/add-on cannot be done once the activity is published. Refer to this section above for further details.
Q: How do I manage overbookings?
A: Customers cannot overbook from the mobile app or embeeded widget. However, your staff can take more bookings than the available seats. You can reach out to the customer to rebook them to another activity or cancel their booking to manage this situation. You can do so by navigating to Bookings tab > Select the desired booking > Click on View and Edit Booking Details on the top right corner > Click on the desired action - Edit Booking/Rebook/Cancel
For a smooth customer experience communicate and confirm with the customer before making such changes to their booking.