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Status Vocabulary & Automatic Checks

Part of the Aashray Business Logic. Related: Booking Lifecycle, Payments, Credits & Reconciliation, Accounts, Identity & Auth, 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 request 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 request has no confirmed place or still needs a later promotion. Adhyayan and Utsav use this status for full or closed sessions. Travel has a waiting status, but its normal create path does not use it.
  • Cancelled means that the member or a system action ended the booking. Admin cancelled means that staff ended it. Travel also records seats-full and wrong-form cancellation reasons.
  • Checked in and checked out apply to stay and event 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 event registration and some staff work flows.
  • Open, in progress, and closed apply to maintenance work.

A cancellation can create store credit for some booking types. Credit is an outcome of the cancellation rule, not a universal booking status. See Payments, Credits & Reconciliation.

Staff permission levels

Staff act under permission levels 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 & Auth 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 for more than 24 hours. It cancels the related booking and payment transaction.

  • The job cancels linked food bookings when the main booking requires it.
  • Adhyayan cancellation opens the seat and promotes the oldest matching waiting booking.
  • Travel cancellation can promote the oldest matching waiting booking when one exists.
  • Utsav cancellation opens the seat but does not promote a waiting booking.
  • Room and flat cancellation does not provide a general automatic waitlist promotion.
  • The job sends a cancellation email and type-specific WhatsApp updates for supported domains. It does not send a travel WhatsApp update in this automatic check.

The member can pay within the 24-hour window. Payments, Credits & Reconciliation and Booking Lifecycle explain the payment rule and its booking effects.

Other automatic checks

  • At 9:00 PM IST, the system sends the next day's meal count to fixed recipients.
  • At 10:00 PM and 11:00 PM IST, the system sends meal-count changes to fixed recipients.
  • Every 30 minutes, the system checks the remaining temporary WiFi codes. When fewer than 50 remain, it sends one alert for that low-availability period.

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.

How this connects to other domains

Booking Lifecycle 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.