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 remain fixed
Limited schedule adjustments
Careful capacity management
Unpublished Activities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 has 0 bookings
Making changes to activities that have no bookings is allowed. You can change title, description, customer types, pricing, add-ons, inclusions and exclusions and location.
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.
Editing and Deleting a published activity that has booking/s
Editing a published activity that has at least one booking
For activities that have at least 1 booking, only a few items can be updated.
Title, description, what's included, what's excluded,
Capacity cannot be changed.
New Customer Types cannot be added or existing Customer Types cannot be removed.
Customer pricing cannot be changed.
If location is updated, the existing customers are notified about this change via email. Additionally, you can reach out to them individually to provide further details.
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: What's the safest way to update a published activity?
A: Follow these best practices:
Review existing bookings first
Document current settings
Make changes incrementally
Test all modifications
Communicate clearly
Monitor after changes
Q: How do I handle price changes for published activities?
A: The approach depends on bookings:
Without bookings:
Update pricing directly
Review all price points
Verify changes
Monitor impact
With bookings:
Create new activity version
Set new pricing
Phase out old version
Honor existing bookings
Communicate clearly
Booking Management
Q: What if I need to change something that affects current bookings?
A: Handle with care:
Review all affected bookings
Prepare clear communications
Offer alternatives
Consider compensation
Document all actions
Follow up appropriately
Q: How do I manage overbookings?
A: Address promptly:
Review capacity settings
Contact affected customers
Offer alternatives
Consider upgrades
Document resolutions
Update procedures
Best Practices
Q: How often should I review published activities?
A: Regular reviews help maintain quality:
Weekly operational checks
Monthly content reviews
Seasonal pricing updates
Annual complete audit
Post-incident assessments
Q: What makes activity management efficient?
A: Focus on these areas:
Clear internal procedures
Regular status reviews
Proactive communications
Documented changes
Staff training
Customer feedback integration