Payer Status

Every payer in Mica has a status that indicates their payment reliability. Payer status helps your team make informed decisions about bookings and shipping — flagging risky payers before new commitments are made and, optionally, holding KDM deliveries until payment issues are resolved.

The Four Payer Statuses
Where Payer Status Appears
Changing a Payer's Status
Effects on Bookings and Sales
Hold-for-Release KDMs
Releasing Held KDMs

The Four Payer Statuses

Mica uses four statuses to classify payers by payment risk. Each status is colour-coded and visible across the system.

Good

The default status for all new payers. No restrictions on bookings or shipping. The payer is in good standing.

On Watch

For payers who are regularly late with invoice payments. Sales users see a warning when creating bookings, but bookings and shipping proceed normally.

On Hold

For bad payers with serious outstanding debts. Sales users see a warning when creating bookings. If hold-for-release is enabled, KDM orders for this payer are held and not shipped until manually released or the status improves.

Expired

For payers that have financial records in Mica but no longer operate. Expired payers cannot be connected to active venues, and new bookings cannot be created for them.

Statuses are ordered by severity: Good → On Watch → On Hold → Expired. A more severe status always takes precedence if multiple conditions apply.

Where Payer Status Appears

Payer status is visible in several places throughout Mica, so your team always has payment-risk context at hand:

Payers list — The Status column on Customers → Payers shows a colour-coded badge for each payer
Payer detail page — The status badge appears next to the payer name at the top of the page
Booking creation — A warning is displayed when creating a booking for an On Watch or On Hold payer
Holdovers page — Optional Payer and Payer Status columns can be enabled via Columns on Bookings → Holdovers
Plans page — Payer status is available as a filter and an optional column on Sales → Plans. You can filter by status when confirming bookings or ordering shippings to enforce your own business rules for On Watch or On Hold payers. Payer status is also included in plan exports
Shippings page — The Held column shows a padlock icon for orders affected by hold-for-release. Use the Release button in the action bar to release selected held orders

Payers list page showing the Status column with colour-coded Good and On Hold badges

Changing a Payer's Status

You can set a payer's status when creating a new payer, or change it at any time from the payer detail page.

When creating a payer

Navigate to Customers → Payers
Click + Add Payer
In the Payer status field, select the appropriate status — Good is selected by default
Complete the remaining fields and click Save

When editing an existing payer

Navigate to Customers → Payers and click the payer's name
Click Edit in the Details section
In the Payer status field, click the status you want to assign
Click Save

Edit Payer dialog with Payer status toggle showing Good, On Watch, On Hold, and Expired options

Changing a payer from On Hold to Good or On Watch will automatically release any held KDM orders for that payer (if hold-for-release is enabled). A confirmation dialog shows how many held orders will be released before the change is applied.

Effects on Bookings and Sales

The payer's status determines what happens when your team creates or manages bookings.

Status	Can create bookings?	Warning shown?	Shipping affected?
Good	Yes	No	No
On Watch	Yes	Yes — informational warning	No
On Hold	Yes	Yes — warning about held KDMs	Yes, if hold-for-release is enabled
Expired	No	N/A	N/A — cannot be connected to active venues

The On Watch status is a useful middle ground — it alerts your sales team to payment concerns without disrupting day-to-day operations. Use it for payers who are occasionally late but not yet at risk of default.

Hold-for-Release KDMs

Hold-for-release is an optional feature that prevents KDM orders from being delivered to venues with an On Hold payer. When enabled, KDM orders are still placed with the vendor, but with a hold flag that instructs the vendor not to deliver the keys until the hold is lifted. This feature is only available with supported KDM vendors — check with your Mica administrator to confirm whether your vendor supports it.

How it works

An administrator enables hold-for-release for your distributor account (this is an account-level setting — contact your Mica administrator if you need it turned on)
When a shipping order is created for a venue whose payer is On Hold, the KDM order is placed with the vendor with a "hold-for-release" flag
On the Shippings page, the Held column displays a padlock icon indicating the order is held
The keys remain held until the payer's status improves or a user manually releases them

Hold-for-release only affects KDM orders placed with supported vendors. It does not prevent bookings from being created — it controls whether keys are delivered to the venue. The setting is off by default and must be enabled per distributor by a Mica administrator.

When creating a booking for a venue with an On Hold payer and hold-for-release enabled, a warning appears at the booking stage informing the user that KDM orders will be held.

Shippings page showing the Held column with padlock icons and the Release button in the action bar

Releasing Held KDMs

There are two ways to release KDM orders that are being held.

Automatic release

When a payer's status changes from On Hold to On Watch or Good, all held KDM orders for that payer that are not in the past are automatically released. A confirmation dialog shows the number of orders that will be released before the status change is applied.

Manual release

Users can release individual held orders without changing the payer's overall status:

From the Shippings page — Select one or more held orders and click the Release button in the action bar
From the Booking Details page — Select one or more held orders within a specific booking and release them

Manually released orders are timestamped with the name of the user who released them. Releasing an order does not change the payer's status — only the selected orders are affected.

Manual release is useful when you want to make an exception for a specific booking — for example, releasing keys for a premiere screening while keeping the payer On Hold for everything else.

If you need assistance with any aspect of Mica, we're here to help:

Contact your Mica system administrator for organisation-specific questions or access issues

Reach out to the Mica support team at support.mica@maccs.com