Managing Upcoming Reservations

Managing Upcoming Reservations

Once bookings start rolling in, you will spend most of your time on the Rentals > Upcoming tab. This article walks through how to navigate it, edit bookings before pickup, reschedule cleanly, and cancel when you have to.

Finding the Upcoming tab

From the sidebar, click Rentals. At the top of the page you will see tabs:

• Today - Pickups and returns happening right now
• Upcoming - Every reservation with a pickup date in the future
• Active - Checked-in trailers currently out with a renter
• Past - Completed, Cancelled, No Show, and Rejected

The Upcoming tab is the default when no reservation is currently active.

Sorting and filtering

By default, Upcoming is sorted by pickup date ascending - the nearest booking at the top. You can re-sort by clicking any column header:

• Pickup date
• Return date
• Renter name
• Trailer
• Total
• Status (Pending vs Accepted)

The filter bar at the top lets you narrow by:

• Status - Pending only, Accepted only, or both
• Trailer - Pick one or more units
• Renter - Search by name
• Date range - Show only pickups in the next 7, 14, 30 days, or custom

Opening a reservation

Click any row to open the reservation detail drawer from the right. The drawer has tabs:

• Summary - Renter, trailer, dates, price, status
• Contract - Sign status, copy of the contract PDF
• Payments - Deposit pre-auth, invoice, and any refunds
• Notes - Internal and renter-facing
• History - Every status change and edit

Editing details before pickup

As long as a reservation has not been checked in, you can edit almost any field. From the drawer:

1. Click Edit in the top-right.
2. Change the renter, trailer, dates, pricing, notes, or add-ons.
3. Click Save.

TrailerBase will warn you if your edit creates a conflict (for example, changing dates onto a slot already booked by another renter).

Rescheduling

Rescheduling is a first-class operation in TrailerBase. It preserves the renter, trailer, deposit pre-auth, and contract - you do not need to recreate anything.

1. Open the reservation.
2. Click Reschedule.
3. Pick new pickup and return dates.
4. Review the updated price (if weekly/monthly discounts change).
5. Click Confirm.

The renter gets an automatic reschedule email with the new dates. The original calendar slot frees up and the new slot is blocked.

Cancelling

From the reservation drawer:

1. Click the kebab menu (three dots) and pick Cancel reservation.
2. Pick a reason: Renter request, Weather, Trailer unavailable, Other.
3. Optionally type a note.
4. Choose a refund level (if your deposit was already charged, not just pre-authed).
5. Confirm.

TrailerBase will:

• Move the reservation to Cancelled status
• Release any pre-authorized deposit
• Issue a refund if you chose one
• Send the renter a cancellation email
• Free the trailer on the calendar

See the Reservation Lifecycle article for cancellation policy tuning.

Bulk actions

If you need to cancel or reschedule several bookings at once (a storm, a pickup truck out of service), select the rows with the checkbox column and use Bulk actions in the top right:

• Mark as Accepted
• Cancel with reason
• Send reminder email
• Assign a yard staff member (Advanced)

Pre-pickup reminders

Confirming the night before

A good daily habit: at the end of each day, scan tomorrow's Upcoming list, confirm any trailers that need hitch balls or specific tow vehicles are ready, and text any unconfirmed renters.