Motor Pool Recurring Reservations

Recurring reservations allow you to automatically create repeating motor pool reservations on a daily, weekly, or monthly schedule. This is ideal for departments or customers who reserve vehicles on a consistent cadence and want to avoid manually recreating reservations each time. This feature is included with Platinum Tiers and up.

Configure the Recurrence Schedule

  1. On the reservation screen, locate the Repeating dropdown and click on it.

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  1. Choose one of the following options:

    1. Does Not Repeat

    2. Daily

    3. Weekly

    4. Monthly

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Daily Recurrence

  • Daily reservations automatically repeat every day.

  • To select specific days of the week, switch to a Weekly recurrence.

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Weekly Recurrence

  • Select Weekly.

  • Choose which days of the week the reservation should repeat (Monday–Sunday).

  • Only the selected days will generate reservations.

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Monthly Recurrence

When Monthly is selected, choose one of the following options:

Option 1: On a Specific Date

  • Example: “On the 5th”

  • The reservation repeats on the same date each month.

  • Available options: days 1–31.

Option 2: On a Patterned Day

  • Example: “On the First Wednesday”

  • Based on the selected start date.

  • Options include:

    • First, Second, Third, Fourth, or Last

    • All days of the week

    • First day or last day of the month

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  1. In the recurrence scheduler, complete the following fields:

  2. Once the recurrence option is selected the following are Required Fields:

    1. Start Date

    2. From Time / To Time

    3. Repeat Every

      1. Enter a numeric value (for example, every 1 week).

    4. End Date

      1. Must be within 6 months of the start date

      2. Recurring reservations are limited to a maximum of 6 months from the start date.

  3. Once recurrence pattern is completed click Save.

What Happens After Saving

  • The system automatically creates individual reservations for each occurrence through the selected end date.

  • Each reservation appears separately on the Reservations Grid.

  • Reservations are marked as Recurring and can be filtered or sorted.

Handling Conflicts and Errors

If a recurring reservation conflicts with:

  • An existing reservation for the same asset, or

  • A category where no assets are available,

You will see a notification indicating that some reservations may require adjustment, along with links to the affected reservations.

Overlapping Duration Errors

If the reservation duration is longer than the recurrence frequency (for example, a 48-hour reservation repeating every 24 hours), the system will prevent saving and display this message:

“This reservation can’t repeat yet — the current booking lasts longer than the time between recurrences. Try shortening the duration or scheduling the recurrence farther apart.”

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