How booking auto-renewal works
Auto-renewal extends a rental on its own: at the end of each period, the system extends the booking and charges the cost of the period to the client's balance. The employee doesn't process the payment manually.
Auto-renewal is available to all companies; it doesn't need to be enabled separately.
How to turn it on
When creating a booking, in the “Renewal method” field select “Automatic Extension” and set the “Extension period” (for example, daily or weekly). Monthly bookings are renewed by calendar months. Hourly bookings are not covered by auto-renewal.
Choose manual or automatic renewal in the booking for the current branch. In taxi mode, a commission percentage is required only for the “Percentage Only” and “Daily rental + percentage” models. The allowed range is 0 to 100. This commission is used for taxi calculations, not auto-renewal.
Renewal is checked roughly once an hour. When the end of a period comes, the system does three things together:
- extends the booking by the period;
- records a payment with the right currency and cash desk;
- charges the amount to the client's balance.
This is a single operation: if any part of it fails, nothing changes — a booking will never end up extended without the money. The next attempt happens at the next check.
What the debt limit does
Renewal goes through only if, after the charge, the client's balance does not drop below the allowed negative amount, that is, below zero minus the debt limit. Example: balance 500, period amount 1000. With a limit of 0, renewal is blocked (the balance would be −500); with a limit of 600, it goes through and the balance becomes −500.
By default the limit is 0: if there isn't enough money on the balance, renewal is blocked and the booking doesn't go into debt. The limit can be increased.
| Where it is set | How it works |
|---|---|
| Company profile, “Rent” tab, “Client debt limit for auto-renewal” field | The limit for all of the company's clients. 0 means only within the balance |
| Client card, “Own debt limit for auto-renewal” field | The client's own limit. Empty means the company limit applies; 0 means never renew this client into debt |
Both fields can be changed by a manager and above. The limits are counted in the currency of the client's company.
Important
Previously, insufficient funds did not stop renewal and the balance went negative. Now, by default, renewal waits until the client tops up the balance. To allow debt, set a limit greater than zero.
Auto-renewal states
The state is shown on the booking card next to the “Auto-renewal” label.
If renewal is stopped, a yellow “Auto-renewal stopped” block appears in the card header. It shows the reason: for example, the client's balance doesn't cover the next period within the debt limit. If renewal was stopped after repeated errors, the block has a “Resume” button. What it does is described below.
| State | What it means | What to do |
|---|---|---|
| Running | Renewal is going on schedule | Nothing |
| Stopped: client debt limit exceeded | Renewal fails because of the limit | Top up the client's balance or raise the limit |
| Stopped: the car is taken by another booking | The new period would overlap another active booking of this vehicle | Resolve the overlap |
| Stopped: the client's company uses a different currency | The currency of the booking's company doesn't match the currency of the client's company, for example after the vehicle was moved to another branch | Sort out the currency manually: there is no automatic conversion |
| Stopped after repeated errors | 12 renewal failures happened in a row | Fix the cause and click “Resume” |
Blocks due to the limit, availability, and currency clear on their own: at the next check the system sees that the condition is met and extends the booking. You don't need to resume them manually.
Notifications
The client and employees get a notification only when the state changes. While the booking stays blocked, there are no repeat notifications — no hourly reminders.
How renewal is paid
Renewal is charged only to the client's balance; you don't need to choose a payment source. If the balance falls short within the debt limit, renewal waits until the balance is topped up: manually or via a payment link, if the company has Stripe top-ups connected.
Employee actions
The action is available to a manager and above, on the booking card.
| Button | When available | What it does |
|---|---|---|
| Resume | State “Stopped after repeated errors” | Resets the error counter and returns the state to “Running” |
If 12 renewal failures happen in a row, the booking doesn't silently drop out: it moves to “Stopped after repeated errors”, and the RentProg team receives an error alert. A successful renewal resets the counter.
If the vehicle was moved to another branch
Moving the vehicle changes the booking's branch, but not the client. Therefore:
- money rules (the debt limit) are taken from the client's company;
- if the companies' currencies differ, renewal is blocked.