Bulk Actions on Reservations

Bulk Actions on Reservations

Once you can filter the Rentals page down to a meaningful slice (see Reservation Search & Filters), the next question is usually: can I act on these all at once? Yes. Bulk actions in TrailerBase let you run the same change across dozens or hundreds of reservations in a single click.

Selecting reservations

Each row on the Rentals page has a checkbox on the left. Tick the ones you want to include, or use the master checkbox in the header to select every reservation visible on the current page. A toolbar slides down from the top once at least one row is selected, showing the actions available and the selection count (for example, "14 selected").

Tip: apply filters first, then use the master checkbox. It is the fastest way to scope a bulk operation to exactly the right segment.

Bulk status update

Change the lifecycle stage for all selected reservations at once. Common uses:

• Close out a batch of returned trailers by flipping them from Active to Completed.
• Confirm a stack of pending reservations once you have verified driver's licenses.
• Back-date a set of recovered cancellations.

You will see a confirmation dialog that lists the from/to statuses and the count of rows affected. TrailerBase blocks invalid transitions (for example, you cannot move Cancelled rows to Active) and flags them separately so you can resolve them individually.

Bulk CSV export

Click Export to download a CSV of the selected reservations. The export includes every visible field plus a handful of hidden ones such as internal notes, trust score at time of booking, and payment status. Use this for:

• External accounting workflows
• Insurance reporting
• Ad-hoc analysis in a spreadsheet

The export respects your current column order, so rearrange the table before exporting if layout matters.

Bulk remind (email)

Need to nudge 40 renters about an upcoming pickup, a missing document, or an unpaid deposit? Select the relevant reservations and pick Send Reminder. You choose a template (Upcoming Pickup, Documents Missing, Payment Due, or Custom), optionally edit the subject and body, and send. Each renter gets a personalized email that pulls in their name, trailer, and dates.

The send queue shows real-time progress, and any bounces are surfaced so you can follow up another way.

Bulk cancel with shared reason

Weather disruptions, vehicle recalls, or facility closures sometimes force you to cancel a batch of reservations at once. The Cancel bulk action asks for a shared reason that gets applied to every record and included in the renter-facing notification. You can also:

• Choose whether to issue refunds automatically (if deposits were already captured).
• Keep or release the trailer holds.
• Send a single consolidated email or individual notices.

Safety rails

Every bulk action writes an entry to the audit log with your name, the action type, the count, and a snapshot of the before/after values. If you ever need to undo a bulk change, open the audit log, find the operation, and click Revert. TrailerBase will walk back the changes where possible or flag the ones that now conflict.

Bulk actions are powerful. Pair them with saved filter views to build repeatable workflows your whole team can rely on.