Managing, Editing, and Cancelling Bookings
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This article covers everything you need to manage bookings after they have been created — finding bookings, editing details, reprinting labels, and handling cancellations.
Understanding Booking Statuses
Status | Meaning |
Awaiting Verification | Booking created via Takumo Lite — awaiting staff to add size and weight at handover |
Booked | Booking confirmed, carrier notified, label printed — awaiting collection |
Collected | Carrier has collected the item from your hotel |
In Transit | Item is with the carrier and moving toward destination |
Delivered | Item has been delivered to the destination |
Cancelled | Booking has been cancelled |
Requires Attention | An issue requires action — carrier error, failed notification, or incomplete data |
Finding a Booking
Use the search bar at the top of the Active Bookings screen. You can search by:
● Guest name (first name, last name, or both)
● Destination Address
● Booking ID (the alphanumeric reference on the label and confirmation email)
● Tracking number (the carrier's own tracking reference)
Use the Status and Carrier filters to narrow results. For bookings from previous days, use the date range filter.
Editing a Booking
Bookings can be edited only before the label has been submitted to the carrier — i.e. while in Awaiting Verification status before the carrier has been notified. Open the booking and click Edit. You can modify any field except the carrier once selected.
⚠ IMPORTANT Once the carrier has been notified and the label submitted, contact the carrier directly to make changes. Takumo support can assist with this. |
Reprinting a Label
Open the booking and click Reprint Label in the booking actions menu. The label prints from your connected SATO printer. You may need to reprint if the original label was damaged during attachment or if a second copy is required.
Cancelling a Booking
Open the booking and click Cancel Booking. Select a cancellation reason from the dropdown. If the carrier has already been notified, Takumo sends a cancellation notification via the carrier API. Refund of any carrier fees paid is subject to the carrier's own cancellation policy.
ℹ NOTE For Yamato bookings, cancellations made more than 1 hour before the scheduled pickup window are generally processed without fee. Sagawa and Japan Post policies vary — check your carrier contract. |
Handling Bookings for Checked-Out Guests
If a guest has checked out before their luggage booking is completed, you can still access and complete their booking. Search by name, email, or booking ID. The booking does not require the guest to be present — you are acting on their behalf. Confirm all details are correct and submit.