Request Expiration and Invalidation

To ensure timely and reliable crew responses, Availability and Confirmation request includes a built-in expiration mechanism. This encourages crews to respond within a defined timeframe, reducing the risk of delayed or invalid responses

Additionally, if any booking line is modified—such as a change in date or resource—after a request has been sent, the system invalidates the request. This prevents crew members from acting on outdated information and helps maintain accurate scheduling.

Once a request expires or is invalidated due to a date or resource change, crew members will no longer be able to respond via Email, the Crew Portal (MANTRA page), or the LaborMate app. They will also be notified that the request is no longer valid.

Expiry and invalidation are supported regardless of where the request is sent from:

Planning Order
Whiteboard
Graphical Scheduling
Crew Search

Request Expiry

Setting Expiry Duration

A setting, ‘Request Expires After (in minutes)’, is available in the Configuration module. This value determines how long a request remains valid. Default value is 0 (no expiry). Leaving the field blank will also mean no expiry. This setting is captured at the time a request is sent. Changes to the setting do not affect previously sent requests.

Displaying Expiry in Emails

A new tag {Valid For} is added to represent the request’s expiration period. Add this tag to the email template to make the expiration visible in emails.
It displays the validity period based on when the request was sent.

Responding to Expired Requests

If a crew member responds within the expiry window, the response is accepted.
If a crew member responds after the expiry window, the system disregards the response and displays the message: “This request has expired.” In such cases, both the Booking Status icon and the status on the booking line are updated accordingly. Click here to learn more about how the status changes.

Request Invalidation

Requests are invalidated if any of the following changes happen after the request is sent:

Booking date is changed
Resource is changed
Task changes that affect the date
Booking line is deleted

Responding to Invalid Requests

If the crew tries to respond to an invalid request: The system rejects the response - A message is shown: The request is no longer valid due to changes in booking details. Click here to learn more about how the status changes.

How to Identify Expired or Invalid Requests?

In Booking View > Message tab, requests will show one of the following labels (as shown below) next to the subject line:

Expired
Invalid

Email Scenarios

Single-Job Emails

Requests may include multiple jobs from the same order.
Expiry and invalidation checks apply to each job in the email.

Multi-Job Emails

If a crew is assigned on jobs across multiple orders, a single email may include all related bookings.
Expiry and invalidation rules apply to all included jobs.

Invalidation scenarios

The below table outlines how different actions affect the booking status, crew status, and whether the request gets invalidated when confirmation request is sent.

A confirmation request is sent to the crew while the booking is in 'Waiting for Confirmation' status and the crew status is 'Assigned'.
Action	Invalidate request	Booking Status icon	Status
Change Resource	Yes	Waiting for Confirmation --> Assigned	Assigned
Clear Resource	Yes	Waiting for Confirmation --> Unassigned	Assigned--> Unassigned
Date change*	Yes	Waiting for Confirmation --> Re-confirrm	Assigned--> Re-confirm
Reset	Yes	Waiting for Confirmation --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	Yes	Waiting for Confirmation	Assigned
Dates/Task changed in R2	Yes	Waiting for Confirmation --> Re-confirrm	Assigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	Yes	Waiting for Confirmation	Assigned

A confirmation request has been sent to the crew. The booking status is ‘Confirmed’ and the crew status is also ‘Confirmed’. No new confirmation request is sent, and the system is not waiting for a crew response.
Action	Invalidate request	Booking Status icon	Status
Change Resource	NA	Confirmed --> Assigned	Assigned
Clear Resource	NA	Confirmed --> Unassigned	Assigned--> Unassigned
Date change*	NA	Confirmed	Assigned--> Re-confirm
Reset	NA	Confirmed --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	NA	Confirmed	Assigned
Dates/Task changed in R2	NA	Confirmed	Assigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	NA	Confirmed	Assigned

The crew has responded to the confirmation request. The booking and crew status are both set to ‘Re-confirm’. No new confirmation request is sent, and the system is not waiting for a crew response.
Action	Invalidate request	Booking Status icon	Status
Change Resource	NA	Re-confirm --> Assigned	Re-confirm --> Assigned
Clear Resource	NA	Re-confirm --> Unassigned	Re-confirm--> Unassigned
Date change*	NA	Re-confirm	Re-confirm
Reset	NA	Re-confirm --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	NA	Re-confirm	Re-confirm
Dates/Task changed in R2	NA	Re-confirm	Re-confirm
Line deleted in R2 (Red strikes the line)	NA	Re-confirm	Re-confirm

A confirmation request has been sent to the crew. The booking and crew status are both set to ‘Re-confirmed’.
Action	Invalidate request	Booking Status icon	Status
Change Resource	Yes	Re-confirmed --> Assigned	Re-confirmed-->Assigned
Clear Resource	Yes	Re-confirmed --> Unassigned	Re-confirmed--> Unassigned
Date change*	Yes	Re-confirmed -->Reconfirm	Re-confirmed--> Re-confirm
Reset	Yes	Re-confirmed --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	Yes	Re-confirmed	Re-confirmed
Dates/Task changed in R2	Yes	Re-confirmed -->Reconfirm	Re-confirmed--> Re-confirm
Line deleted in R2 (Red strikes the line)	Yes	Re-confirmed	Re-confirmed

The crew has already declined the confirmation request. The booking status is ‘Declined’ and the crew status is ‘Assigned’.
Action	Invalidate request	Booking Status icon	Status
Change Resource	NA	Declined --> Assigned	Assigned-->Assigned
Clear Resource	NA	Declined --> Unassigned	Assigned--> Unassigned
Date change*	NA	Declined	Assigned
Reset	NA	Declined --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	NA	Declined	Assigned
Dates/Task changed in R2	NA	Declined-->Re-confirm	Assigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	NA	Declined	Assigned

Expiration scenarios

The below table outlines how different actions affect the booking status, crew status, and whether the request gets invalidated when availability request is sent.

An availability request has been sent to the crew. The booking and crew status are both ‘Assigned’. The table below shows how different actions affect these statuses and whether the request is invalidated.
Action	Invalidate request	Booking Status icon	Status
Change Resource	No	Assigned	Assigned
Clear Resource	No	Assigned --> Unassigned	Assigned--> Unassigned
Date change**	Yes	Assigned	Assigned
Reset	Yes	Assigned --> Unassigned	Assigned--> Unassigned
Booking line delete (black strike or permanent delete)	Yes	Assigned	Assigned
Dates/Task changed in R2	Yes	Assigned-->Re-confirm	Assigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	Yes	Assigned	Assigned
An availability request has been sent to the crew without assigning a resource to the booking line. Both the booking and crew status are ‘Unassigned’.
Action	Invalidate request	Booking Status icon	Status
Change Resource	No	Unassigned	Unassigned-->Assigned
Clear Resource	No	Unassigned	Unassigned
Date change**	Yes	Unassigned	Unassigned
Reset	Yes	Unassigned	Unassigned
Booking line delete (black strike or permanent delete)	Yes	Unassigned	Unassigned
Dates/Task changed in R2	Yes	Unassigned-->Re-confirm	Unassigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	Yes	Unassigned	Unassigned
The crew has already declined the confirmation request. An availability request is now sent to the crew, with the booking status as ‘Declined’ and the crew status as ‘Assigned’.
Action	Invalidate request	Booking Status icon	Status
Change Resource	No	Declined	Assigned-->Assigned
Clear Resource	No	Declined -->Unassigned	Assigned -->Unassigned
Date change**	Yes	Declined	Assigned
Reset	Yes	Declined -->Unassigned	Assigned -->Unassigned
Booking line delete (black strike or permanent delete)	Yes	Declined	Assigned
Dates/Task changed in R2	Yes	Declined-->Re-confirm	Assigned--> Re-confirm
Line deleted in R2 (Red strikes the line)	Yes	Declined	Assigned

**If Booking Line Start and End(Min and Max) Dates are changed by Regenerate, Split, EWT Delete, Date change on EWT, Task change, Reset task/dates action performed in R2 labor.

This table outlines how different actions affect the booking status, crew status, and whether the request gets invalidated when availability request is sent.

If the crew responds after the request has expired, the table below shows how the booking status and crew status are affected.
Request type	Expires the request	Booking Status icon	Status
Availability	Yes	Assigned	Assigned
Availability	Yes	Unassigned	Unassigned
Availability	Yes	Assigned	Declined--> Declined
Availability	Yes	Confirmed	Confirmed
Availability	Yes	Re-confirm	Re-confirm
Confirmation	Yes	Waiting for confirmation--> Re-confirm	Assigned--> Re-confirm
Confirmation	Yes	Re-confirmed--> Re-confirm	Re-confirmed--> Re-confirm