Rentals
Rental Statuses
Define Booked, Active, Past or Ended, and Canceled with lifecycle and reporting impacts.
Overview
Rental status tells you where a rental is in its lifecycle. Status affects availability, current tenant display, occupancy, dashboard lists, alerts, invoice processing, rental history, and balance follow-up.
Most users only need four practical statuses: Booked, Active, Past or Ended, and Canceled. Some records are stored as Active, Ended, or Cancelled behind the scenes, but the help center uses the status labels users see while operating the app.
- Booked means the rental starts in the future.
- Active means today falls inside the rental date range.
- Past or Ended means the rental is no longer current.
- Canceled means a future booking was canceled before it started.
Booked
Booked rentals are future rentals. The rental has been created, but the start date has not arrived yet.
Booked rentals reserve the property, block overlapping rentals, appear in Active + Booked rental lists, and may already have deposits, booking charges, move-in charges, or future balances.
Booked rentals do not count as the property current tenant today because the renter has not started occupying the property yet.
Active
Active rentals are rentals whose start date has arrived and whose end date has not passed. Date-only end dates remain active through the local end day.
Active rentals can determine the property current tenant, count toward current occupancy, appear on the dashboard, generate invoices when invoice emails are enabled, and trigger alerts when charges are due or past due.
Started active rentals should be ended or extended when plans change. They should not be canceled after the start date.
Past Or Ended
A rental becomes Past or Ended when its payment end date is before today or when the rental has been manually ended. Some screens use Past as the display label for a completed rental.
Past or ended rentals stay in the system for rental history, reporting, payments, refunds, waivers, and balance review. Ending a rental does not erase open balances.
Ended rentals no longer count as the current tenant and should not generate future invoice emails. If a renter remains in place and the date range should continue, use Extend Rental where available.
Canceled
Canceled rentals are future bookings that were canceled before the rental start date. Once a rental has started, use End Rental instead.
Canceling a future booking releases the date range from availability checks, stops future booking activity, and can optionally record a full or partial refund across existing unrefunded payments.
Canceled rentals are preserved for historical context but are excluded from normal active occupancy and balance action queues.
Status Impact
Availability: Booked and Active rentals block overlapping rentals. Canceled rentals release their dates. Ended historical rentals keep their historical date ranges so the property history remains accurate.
Occupancy and current tenant: Active rentals count for current occupancy and current tenant display. Booked rentals are future commitments. Past, ended, and canceled rentals are not current tenants.
Balances: Booked, Active, and Past or Ended rentals can still have open balances. Canceled rentals are removed from normal balance action queues after cancellation and refund handling.
Reports: Non-canceled rentals remain important for historical rental history and financial reporting. Canceled rentals are hidden from normal rental history because they no longer represent an earning stay.
Common Questions
- Why is my rental showing Booked?The start date is in the future. The rental reserves the property now and becomes Active when the start date arrives.
- Why is my completed rental shown as Past?Past means the rental is no longer current. It is the display form of an ended or completed rental in some list views.
- Does ending a rental remove the balance?No. Ending closes the occupancy period, but unpaid charges remain in the Rental Ledger until they are paid, waived, refunded, or otherwise resolved.
- Can I cancel an active rental?No. Once the rental has started, use End Rental so occupancy, history, and accounting stay accurate.
- What happens when I extend a rental?The end date moves later after conflict checks, and future occupancy, availability, and ledger periods update from the new terms.
- Do canceled rentals still block dates?No. Canceling a future booking releases those dates from future availability checks.
Last Updated
May 2026