Status Vocabulary & Automatic Checks¶
Part of the Aashray Business Logic. Related: Booking Lifecycle & Engine, Payments, Credits & Reconciliation, Accounts, Identity & Authentication, Services: WiFi, Maintenance, Support & Gate.
Aashray uses shared status words and domain-specific status words. Each domain page explains which words apply to its own bookings and requests.
Booking and request statuses¶
- Awaiting confirmation means that staff must review the booking before the system treats it as confirmed. Travel starts in this status.
- Pending payment means that the booking exists but the online payment is not complete.
- Proceed for payment means that staff approved the booking for payment and set the amount to collect.
- Confirmed means that the booking passed its checks and has a confirmed place or service.
- Waiting means that the booking has no confirmed place or still needs a later promotion. Adhyayan and Utsav use this status for a full or closed Adhyayan or Utsav. Room and flat stays use it when a person who is not a Permanent Resident would go over 9 nights within 30 days, and rooms also when no matching room is free. Travel has a waiting status, but its normal create path does not use it.
- Cancelled normally means that the member ended the booking. Admin cancelled means that staff ended it, or that the automatic 24-hour payment check ended it. Travel also records seats-full and wrong-form cancellation reasons.
- Checked in and checked out apply to stay and Utsav flows when the member reaches or leaves the Research Centre.
- Pending, approved, rejected, reset, and deleted apply to permanent WiFi requests.
- Open and closed apply to Adhyayan and Utsav registration and some staff work flows.
- Open, in progress, and closed apply to maintenance work.
A cancellation can create credit for some booking types. Credit is an outcome of the cancellation rule, not a universal booking status. See Payments, Credits & Reconciliation.
Payment statuses¶
Each charge has its own payment status, separate from the booking status (backend).
| Payment status | Meaning |
|---|---|
| Pending | An online payment is due. The 24-hour window applies. |
| Cash pending | Payable in cash at the Research Centre. It never expires. |
| Failed | The last online attempt failed. The member can pay again within the 24 hours. |
| Authorized | Razorpay authorized the payment but has not confirmed it as paid. The booking does not change. |
| Completed | Paid online, or fully covered by credit. A paid travel, Utsav, or Adhyayan charge stays completed when the member cancels, because no credit is given. |
| Cash completed | Paid in cash. |
| Credited | Cancelled, and the money became credit. |
| Cancelled | Cancelled by the member with no credit given. |
| Admin cancelled | Cancelled by staff or by the 24-hour check with no credit given. |
Staff roles¶
Staff act under roles tied to their work area, such as rooms, food, travel, accounts, Adhyayan, Utsav, WiFi, maintenance, or the gate. A travel coordinator has a narrower role than a staff account. Accounts, Identity & Authentication explains the permission rules.
Current prices¶
Meal prices are in Food. The current overnight room prices are:
- Non-AC room: ₹700 per night.
- AC room: ₹1,100 per night.
The 24-hour payment check¶
Every 30 minutes, the system checks online payment transactions that remain pending or failed for more than 24 hours, where the payer is registered in India. It cancels the related booking and payment transaction. Charges due at the office and authorized payments are not checked, so charges from staff-made room and flat bookings and staff promotions of waitlisted room and flat bookings are never cancelled by this check. Staff promotion of a waitlisted Utsav booking and a travel booking moved to payment create online charges for payers in India, which this check does cancel.
- If the previous check is still running, the system skips that run.
- The job cancels each unpaid booking on its own. Just before it cancels one, it checks the booking and its payment again. If either was paid or cancelled since the check started, the job leaves that booking alone. If one booking fails, the job still cancels the others.
- Any credit already applied to the unpaid booking goes back to the person who paid, for every booking type.
- The job cancels linked food bookings when the main booking requires it.
- Adhyayan cancellation opens the seat and promotes the oldest matching waiting booking. The promoted member gets an attendance record, a push notification, and an email copied to the booker. The booker also gets the push notification. No WhatsApp update is sent for the promotion. The cancelled booking's attendance is reset.
- Travel cancellation can promote the oldest matching waiting booking when one exists. The promoted member gets an email.
- Utsav cancellation returns a seat only when the booking held one, and only while the Utsav is open. It does not promote a waiting booking. The job cancels Utsav meals only for a booking that held a seat, so a waitlisted member keeps meals they booked on their own.
- Room and flat cancellation does not provide a general automatic waitlist promotion.
- The job sends messages only for cancellations that went through. WhatsApp updates go for Adhyayan, stay, flat, and Utsav bookings, not for travel or meals.
- One cancellation email goes to each attendee with an email address, listing their cancelled bookings and saying that payment was not made on time. The booker is not emailed. A cancelled meal sends no email or WhatsApp.
The member can pay within the 24-hour window. Payments, Credits & Reconciliation and Booking Lifecycle & Engine explain the payment rule and its booking effects.
Other automatic checks¶
- Meal count, 9:00 PM IST. The system counts tomorrow's breakfasts, lunches, and dinners, adding individual meal bookings and staff bulk meal bookings. Cancelled meals are not counted. It sends the date and the three counts by WhatsApp to three fixed staff members, and saves the counts for comparison.
- Meal-count changes, 10:00 PM and 11:00 PM IST. The system counts again. If any count differs from the saved counts, it sends the new counts to one fixed kitchen recipient only and saves them. If no saved counts exist, for example after a restart, it saves the current counts and sends nothing.
- Temporary WiFi codes, every 30 minutes. The system counts the temporary WiFi codes still available. When fewer than 50 remain, it sends one WhatsApp alert with the count to one fixed staff phone number. It sends no further alert until the count is back to 50 or more.
Known limitation¶
A separate job can cancel unpaid room and flat bookings after their stay dates. That call is disabled, so the 24-hour online-payment check is the active automatic booking cancellation today.
- The booker of a cancelled booking gets no email. When the 24-hour check cancels a booking made for a guest or Mumukshu, only the attendee is emailed, and only when the attendee has an email address.
- The WiFi alert can repeat. After a restart, the system forgets that it already sent the low-code alert and can send it again.
- The meal-count recipients and the WiFi alert number are fixed in the backend. Staff cannot change them from the staff panel.
How this connects to other domains¶
Booking Lifecycle & Engine explains shared booking actions. Each domain page explains its own status transitions. Payments, Credits & Reconciliation explains payment, cancellation, and credit outcomes. This page explains only the shared words and automatic checks.