How to manage the bookings list
Above the list there is a control panel. It divides bookings into scopes, switches the view, and provides bulk actions.
Steps
- Open the bookings list.
- Choose the scope: active, inactive, or archive.
- Choose the view — list or board. The view can't be switched for the archive.
- Narrow down the set with search or filters.
- If you need a bulk action, check the bookings' boxes: the archive button appears only when some are selected.
Three scopes
| Scope | What goes there |
|---|---|
| Active | Bookings that are still in progress |
| Inactive | Canceled and completed |
| Archive | Manually taken out of work |
The scopes are mutually exclusive: a booking is in exactly one. The counter on the left shows the number in the current scope.
List or board
For the active and inactive scopes, the view can be switched: list or board.
Important
The archive has no view toggle — the archive is neither a list nor a board. The filter panel is also unavailable there: only search remains.
Bulk archiving
The archive button appears only when at least one booking is selected. If you don't see it, nothing is checked.
Export
The three-dot menu contains two exports:
- Excel — the bookings register;
- iCalendar (ICS) — a calendar subscription; not available in the archive.
Important
The export button is shown to the branch manager and above. The reason isn't convenience: the register contains clients' last and first names, so the right to export is narrower than the right to view the list.
Next to it is a manual list refresh. If a green dot is lit in the panel, the list updates itself and you don't need to refresh it manually.
What goes into each scope
| Scope | Condition |
|---|---|
| Active | The booking is in progress: awaiting handover, handed over, or technically occupying the vehicle |
| Inactive | Canceled and completed — those whose rental is no longer running |
| Archive | Manually taken out of work |
In the active scope, handed-over and technical bookings come first, then those not yet handed over — so what is happening right now is at the top.
An overdue return is highlighted
If the rental period has ended but the vehicle hasn't been returned, the end date is highlighted. This is the first thing worth checking at the start of a shift.
What can be edited right in the list
Without opening the card, you can change the client status, write a note, and assign a person responsible. The assigned employee is notified immediately.
Inactive bookings need attention
Inactive is not a “trash bin” but a work queue. It contains requests to process, bookings to activate, completed rentals to check and archive, and those with an unrefunded deposit.
The board's “Unprocessed” column contains bookings that haven't moved into active rental and aren't completed. “Waiting for pickup” contains active bookings where the vehicle hasn't been handed over yet. These are rental progress states, not client request statuses.
Tip
Go through the inactive list regularly: an unrefunded deposit forgotten in this list remains your debt to the client.
Archive
Any employee can unarchive a booking. Deleting from the archive is allowed only for the branch manager and above.
Important
You shouldn't delete rentals that took place: they contributed to revenue, and removing them will distort past periods. The archive exists for clearing out working lists.
Automatic archiving
Once a day, RentProg automatically archives inactive bookings whose rental ended more than three months ago. Bookings with a partially refunded deposit are left alone.
After such archiving, an email is sent with a list of the archived bookings — one per branch. It goes to the branch's bookings email address, or, if there isn't one, to the branch's super administrators.
To avoid these emails, archive completed bookings yourself without waiting three months: automatic archiving only picks up what isn't in the archive yet.