Toggle menu

Deleting Bookings Records

Bookings has its own integration with the Data Retention Manager to cater for the histories it records and data stored in the bookings database tables.

Scheduling Bookings Deletions

Creating and scheduling data retention policies for Bookings follows the same principles as other data types described in the main Creating Policies for History Records and Process Instances article, that is:

  • Pick "Booking v1" from the first page of the DRM
  • Choose whether or not to use a global schedule
  • Enter a retention period
  • Choose the default set of labels (see below)

Deletion Processor

In the "processor" section, pick the goss.DataRetentionManager.dailySchedule.custom.bookings end point from the "Retention end point" drop-down.

This changes the default behaviour of the DRM so that records in the bookings database tables are also deleted.

Bookings History Records

Bookings writes history records for each event instance, and two records for each booking. The full set of histories are described in the Event and Booking History Records reference article, but in summary:

  • "ThingInstance v1" is the record for the event. It includes dates, times, and all of the settings for the event occurrence. It doesn't record any details of the people who book onto the event. It is always "labelc": null
  • "Booking v1" is the record for each booking. It contains the personal details (name, email etc) of the person who made the booking. There are two versions. "labelc": null is the main record. "labelc": reporting doesn't include personal data

Deletion Behaviour

When a retention schedule runs for Bookings v1, the following happens:

  • If the process instance for the booking is still active (ie the booking hasn't taken place yet) the history record is not deleted
  • The retention period is based on the created or updated date as set in your scheduling form
  • The history records are deleted
  • The entries in the bookings database tables are deleted
  • A "labela": "Bookings v1", "labelc": "audit" record is written as per the default behaviour
  • The process instance data depends on the release you are using:
    • From Bookings 1.12.0, released 08/05/2026 - The process instance is deleted
    • In earlier versions the process instance was not deleted

Event Instance Deletion

History records for event instances, with "labela": "ThingInstance v1" can be deleted using the default retention manager end points.

 

Last modified on 8 May 2026