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Recurring Pending Rentals

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This article will show you how to approve, deny, or adjust Pending Rentals that are part of a recurrence, or multiple pending requests that were all a part of the same transaction. Learn more about pending rentals.

 

Important Notes

  • Reservations on the same receipt and recurring reservations are associated with one transaction. Therefore, denying one rental on the receipt will deny all the reservations on the receipt.
  • Rentals that were part of the same transaction will have the same Transaction ID number in your pending rentals screen.

 

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Not finding what you are looking for? View some additional Rental resources.

 

Approve All Rentals for a Transaction

  1. Sign in to your site
  2. Click the Location dropdown menu and select a Location:
    Make sure to select a Location.
  3. Navigate to Pending Rentals:
    The Pending Rentals option can be found in the secondary navigation menu, under Facilities.
    1. Click the Facilities dropdown menu
    2. Select the Pending Rentals option
  4. If needed, create a Date Range to filter for Pending Rentals:
    Use Date Ranges to make it easier to locate the transaction you want.
  5. Locate the pending rental transaction:
    A transaction with recurring reservations will have multiple entries for each recurrence. These are often found next to each other in the table.
  6. Approve the reservation for the pending rental transaction:
    The Pending Rental window's Approve the Reservation button.
    Note: When you approve one rental, the receipt to the customer will list all rentals related to the transaction. You may want to only send the customer receipt/permit for the first rental to reduce redundant emails.
  7. Locate other Pending Rentals with the same Transaction ID:
    A transaction with recurring reservations will share a transaction ID number.
  8. Approve the reservations for each rental that matches the Transaction ID

 

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Decline or Adjust Rentals

When you decline one reservation from a recurrence, all rentals on the receipt will be voided. If you wish to decline or adjust part of a reservation on the receipt, we recommend one of the following two options.

 

Note: As part of your workflow, it is a good idea to give the customer a call or email to clarify any reservations that were not approved and reflect the total they owe.

 

Decline and Rebuild Pending Rentals

This option will ensure you have one permit with all the correct dates and times that are easy for the user to understand.

  1. Sign in to your site
  2. Click the Location dropdown menu and select a Location:
    Make sure to select a Location.
  3. Navigate to the Pending Rentals:
    The Pending Rentals option can be found in the secondary navigation menu, under Facilities.
    1. Click on Facilities
    2. Select Pending Rentals
  4. If needed, create a Date Range to filter for Pending Rentals:
    Use Date Ranges to make it easier to locate the transaction you want.
  5. Locate the pending rental transaction:
    A transaction with recurring reservations will have multiple entries for each recurrence. These are often found next to each other in the table.
  6. Select the Transaction ID number for one of the transaction's reservations:
    When clicked, the Transaction ID opens a copy of the transaction's receipt.
  7. Click the Print Receipt button:
    The Print Receipt button allows the user to either save their receipt digitally or print a paper copy.
  8. Click the Destination dropdown menu and select Save as PDF:
    The Destination menu allows the user to choose their printer or save the receipt as a PDF.
  9. Click the Save button:
    Saving the receipt as a PDF gives the user easier access to the transaction's information should an error occur or they forget.
    Note: This will ensure that you have all the customer information, requested times and dates, and prompt answers readily available as you create a facility permit.
  10. Locate other Pending Rentals with the same Transaction ID:
    A transaction with recurring or multiple rentals will share the same Transaction ID.
  11. Decline all reservations related to the transaction:
    Recreation Management. Pending Rental's decline reservation button.
  12. Combine the multiple reservations into one permit with the Permit Editor: The Permit Editor's dashboard for March 2022.

 

Adjust Pending Rentals

  1. Sign in to your site
  2. Click the Location dropdown menu and select a Location:
    Make sure to select a Location.
  3. Navigate to the Pending Rentals:
    The Pending Rentals option can be found in the secondary navigation menu, under Facilities.
    1. Click on Facilities
    2. Select Pending Rentals
  4. If needed, create a Date Range to filter for Pending Rentals:
    Use Date Ranges to make it easier to locate the transaction you want.
  5. Locate the pending rental transaction:
    A transaction with recurring reservations will have multiple entries for each recurrence. These are often found next to each other in the table.
  6. Click the Adjust Rental button for the reservation you want to decline: The Adjust Rental button can be located in the table's Actions column.
  7. Adjust the Pending Reservation as needed
  8. In the Adjustment Notes field, type "Declined" and the reason for the denial:
    The Adjustment Notes field is used to explain why the adjustment to the transaction.
    • For example, you could add "Declined: Rental conflict"
  9. In the New Times field, adjust the rental's end time to 1 minute after the original rental:
    The New Times fields allow the user to edit the times of a rental transaction if there is a conflict with another rental.
    • For example, if the original end time was 10:00 AM, change the end time to 10:01 AM
  10. Enable the Fee Override checkbox and make sure the fee is $0:
    When enable, the Fee Override checkbox allows the user to enter an adjustment to the fees associated with the rental.
  11. If applicable, verify that all Add-Ons are unchecked to ensure there is a $0 balance for the reservation:
    An assortment of the facility's add-ons can be enabled or disabled through their checkboxes.
    Note: If you require payment of a deposit as a part of the reservation request, leave the deposit Add-On fee checked so you can return those funds to the customer.
  12. Click the Perform Rental Adjustment button:
    The Perform Rental Adjustment button allows the user to submit the changes they made to the rental transaction.
  13. Click Accounts:
    The Accounts option can be found in the secondary navigation menu.
  14. Enter the customer's name into the search field:
    Locating an account can be easy by searching for the customer's name.
  15. Click the Search button:
    The search button.
  16. Select the customer's name that matches the transaction:
    A list of customer accounts who share part of the name Kam.
  17. Click the Voids, Refunds, & Transfers account action: Voids, Refunds, and Transfers can be found in the list of Account Actions.
  18. Navigate to the Reservations tab:
    A list of the customer's reservations can be found in the Reservations Tab.
  19. Click the Actions menu button:
    The Actions button lets the user Adjust, Refund, or Adjust Balance.
  20. Select the Refund option:
    The Refund action allows the user to return the customer's fees for the rental.
  21. Click the Remove from Calendar checkbox:
    Enable the Remove from Calendar checkbox to ensure that the rental is removed from the facility's calendar for potential future rentals.
  22. In the Refund Reason/Note field, enter "Reservation Declined":
    A Refund Reason or Note should always be added during a refund to explain why the refund is happening.
    Note: If you are refunding a paid deposit, ensure that the correct fees are being refunded. You may not have any fees associated with the reservation.
  23. Click the Continue button:
    Use the Continue button to submit the refund into the system.
  24. On the pop-up confirmation message, click the OK button:
    Confirm that you are okay with removing the rental from the calendar.
    Note: The pop-up confirmation will read "You have chosen to "Remove from Calendar" one or more rentals as part of this refund. Are you sure you wish to continue and allow these rentals to be automatically removed from the calendar?"
  25. Confirm the refund/reservation information and click the Submit button:
    The Submit button is used to confirm and process the refund.
  26. Click the Email Receipt button:
    The Email Receipt button is used to send the customer a receipt for their refund.
  27. Repeat as necessary
  28. When you are done adjusting and refunding, approve the remaining reservations as usual

 

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In-Article Glossary

The terms located in this section are listed alphabetically:

  • ID: Identification
  • OK: Okay

 

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