Bookings & Payments
Understand the booking lifecycle, payment processing, refunds, gift vouchers, discount codes, and digital waivers.
Booking Flow
The customer booking flow is a guided multi-step process on your public booking page at hyperxi.com/book/your-slug.
Select room
Customer browses available rooms with descriptions, difficulty, duration, and pricing
Pick a date
Calendar shows available dates with slot counts
Choose a time slot
Available slots for the selected date are displayed with remaining capacity
Enter details
Customer name, email, phone, number of players, and optional discount code
Pay via Stripe
Redirected to Stripe Checkout for secure payment. Gift voucher balance can be applied.
Confirmed
Booking confirmed, confirmation email and SMS sent with booking reference code
Booking Statuses
Every booking follows a state machine with well-defined transitions. The booking reference code format is XX-YYYY-ZZZZ (e.g., ES-2026-A7K9), where XX is the tenant prefix, YYYY is the year, and ZZZZ is a unique alphanumeric code.
+---> completed
|
pending ---> confirmed ---+---> cancelled
|
+---> no_show
Transitions:
pending -> confirmed (payment succeeds via Stripe webhook)
pending -> cancelled (payment fails or expires after 30 min)
confirmed -> completed (admin marks after session ends)
confirmed -> cancelled (admin or customer cancels before session)
confirmed -> no_show (admin marks when customer doesn't arrive)pending
Booking created, awaiting payment. The slot is held for 30 minutes. If payment is not completed, the booking is automatically cancelled and the slot is released.
confirmed
Payment received. The slot is locked. Confirmation email and SMS are sent to the customer with booking details and a manage link.
completed
The session has been played. Set by an admin after the experience ends.
cancelled
Booking cancelled by admin, customer, or system. The slot is released back to inventory. Refunds are processed separately.
no_show
Customer did not arrive. Set by an admin. No automatic refund is issued.
Payments
HyperXI uses Stripe Checkout for payment processing. Customers are redirected to a Stripe-hosted payment page, then returned to your booking confirmation page on success.
Stripe Connect
Each tenant connects their own Stripe account via Stripe Connect. Payments go directly to your Stripe account. HyperXI never holds your funds.
Refunds
Refunds can be issued for confirmed or completed bookings via the admin panel at /admin/bookings/:id or through MCP. You can issue a full refund or a partial amount. The refund is processed through Stripe back to the customer's original payment method.
MCP Prompt
"Cancel booking ES-2026-A7K9 and issue a full refund."
MCP Prompt
"Issue a partial refund of $25 for booking ES-2026-B3M2."
Gift Vouchers
Gift vouchers let customers purchase a dollar amount that can be redeemed during checkout. Vouchers support partial redemption -- if a booking costs less than the voucher value, the remaining balance carries forward.
How customers purchase
Customers visit hyperxi.com/book/your-slug/voucher to purchase a gift voucher. They specify the dollar amount and recipient email. Payment is processed via Stripe, and the recipient receives the voucher code via email.
How customers redeem
During the booking checkout step, customers enter their voucher code. The voucher balance is applied to the total. If the balance covers the full amount, no additional payment is required. If not, the customer pays the remaining difference via Stripe.
Admin-created vouchers
Operators can create vouchers directly from /admin/vouchers or via MCP. This is useful for promotional giveaways, compensation, or loyalty rewards.
MCP Prompt
"Create a $50 gift voucher for john@example.com with no expiry."
MCP Prompt
"Show me all active vouchers with remaining balance."
Discount Codes
Discount codes give customers a price reduction at checkout. Create and manage them at /admin/discounts.
Discount types
Percentage
Reduces the total by a percentage. Example: 20% off.
Fixed amount
Reduces the total by a flat dollar amount. Example: $10 off.
Constraints
Each discount code can be constrained by:
- Valid date range -- Start and end dates for when the code is active
- Usage limit -- Maximum number of times the code can be redeemed (total)
- Room targeting -- Restrict to specific rooms or apply to all
MCP Prompt
"Create a discount code SUMMER25 for 25% off, valid June 1 through August 31, limited to 100 uses."
MCP Prompt
"Create a $15-off discount code WIZARDSPECIAL that only applies to the Wizard's Tower room."
Waivers
HyperXI includes a built-in digital waiver system with automatic reminders and per-participant tracking.
Automatic reminders
After a booking is confirmed, each participant receives an email (and optionally SMS) with a link to sign the waiver. Reminders are sent automatically if the waiver has not been signed 24 hours before the booking time.
Signing flow
Each participant visits their unique waiver link at hyperxi.com/book/your-slug/waiver/:bookingId. They review the waiver sections, enter their name, and provide an electronic signature. The signed waiver is stored with a timestamp and IP address for compliance.
Per-participant tracking
The admin panel shows waiver status for each participant in a booking -- signed, pending, or not yet sent. You can see this at a glance on the booking detail page at /admin/bookings/:id.
MCP Prompt
"How many unsigned waivers do we have for this weekend's bookings?"
MCP Prompt
"Send a waiver reminder for booking ES-2026-C5P1."
Managing via MCP
All booking operations are available through MCP. Here are common prompts:
MCP Prompt
"Show me today's bookings with customer names and waiver status."
MCP Prompt
"What's our revenue for this month so far?"
MCP Prompt
"Mark booking ES-2026-D2R8 as completed."
MCP Prompt
"List all no-shows from last week."
MCP Prompt
"Create a booking for John Smith (john@example.com) for Wizard's Tower this Saturday at 2pm, 4 players."