The Lavanda PMS has no renewal record and no Renew control. A renewal is recorded either as a longer version of the existing booking, or as a new booking for the same contact. The two routes produce different documents.
Before you begin
You need permission to view and edit bookings in the workspace.
Agree which route your team uses, because the two produce different invoices and different paperwork.
Find out whether your workspace is configured for down payments or for deposits, as only one applies at a time.
What you need to know
The two routes at a glance
Route | What it changes | What it leaves alone |
Extend the existing booking | The check-out date moves, and invoices are generated for the new billing periods. | The booking record, the booking ID, and any agreement already signed. |
Create a new booking for the same contact | A second booking record, with its own ID, invoices and payment schedule. | The earlier booking, which keeps its own dates, documents and payments. |
Extend the existing booking
Open the booking, then select Actions.
Select Edit booking.
Select Dates to expand that section.
Change the Check out date.
Select Update, then allow time for the invoices to be generated.
The Dates section carries this message: "Changes made here will not affect existing contracts or documents, nor will they be communicated to residents. You may adjust the check-in and check-out dates if they pass the required validation to prevent overbookings."
Optional services set per billing period carry into the new billing periods. Items charged per unit of service are not created for the extended period.
Create a new booking for the same contact
The second route reuses the contact the member already has, and produces an independent booking. The earlier booking is left exactly as it was.
How to find returning members
Go to Bookings.
Select Add a filter, then select Returning Guest.
Set the operator to Is and the value to True.
Select Apply.
Select Save segment to keep the view for the next renewals round.
Returning Guest is true when the lead guest has a previous booking. It is worked out by the system rather than set by hand.
When would you use it
You are deciding whether to extend a stay or to rebook a member.
A report or a handover asks how many renewals happened, and you need to know what to count.
The paperwork for a member no longer matches their booking dates.
You are setting up a renewals process and need to know what the PMS does for you and what it does not.
Things to note
Extending a booking does not update a signed licence agreement or tenancy agreement, and does not notify the member.
A booking cannot be extended when another booking follows it immediately. Move that booking first, or choose a different date.
A booking that has already checked out cannot be extended. Support can adjust the dates by hand, and invoices or the Multi-calendar may not update correctly afterwards.
Nothing in the booking record links a renewal to the stay before it. Renewal reporting relies on the returning guest flag and on the contact.
Extending is not available for bookings that came from an online travel agency (OTA) channel such as Airbnb or Booking.com.
Deactivate any automatic payment collection before you extend a booking, so a payment already in transit is not charged again.
Find out more
Article | What it covers |
The full extension flow, including optional services and troubleshooting. | |
The steps for the new booking route. | |
Where a down payment or a deposit sits after a renewal. | |
Which booking types support a date change. | |
Send the agreement that covers the renewed period. |