What the system does automatically
The work the system does by itself, every minute, every hour or after an event, and what your agency sees as a result.
Some work happens without anyone pressing a button. This page lists it, so a change you did not make yourself is easy to explain. Times are approximate: most checks run every minute.
Every minute
| What happens | When | What you see |
|---|---|---|
| Held seats are released | The hold time you set on a trip has passed. | The seats are counted as free again on the trip and in New booking. |
| Quotations expire | A draft, sent or opened quotation passes its valid-until date. | The quotation shows Expired, and the customer's quotation page says it has expired. The dashboard warns you 2 days before. |
| Payment links expire | An open payment link passes its expiry date and the customer never started paying. | The link shows as expired, and the customer's payment page says the link has expired. |
| Trips are completed | A published trip's return date has passed. | The trip shows Completed. |
| Old sign-in sessions are removed | A session reaches its end. | The person sees Your session has ended. Please sign in again. and signs in again. |
| Support access ends | The time you gave the support team in Settings → Support access has passed. | Support access shows as off; the support team can no longer enter your agency. |
| E-invoices are re-sent | An e-invoice is still waiting to be reported because an earlier try was lost. | Nothing, unless something was stuck: then its status moves on. |
| Certificate renewal reminders | A branch's e-invoicing certificate is close to its expiry date. | A high-priority task to renew it, and an e-invoicing alert on the dashboard. Once per certificate. |
Every 10 minutes
| What happens | What you see |
|---|---|
| Customer points and credit that reached their expiry date expire. | An expiry line on the customer's points and credit, and in the customer app. |
| Points for a trip that came back are given (when your agency gives points on completion), once per confirmed, paid booking. | An earned-points line on the customer and in the customer app. |
| Bookings customers made in the customer app and did not pay within your hold time are cancelled (unless they reported a transfer). | The booking is cancelled and its seats are on sale again. |
| Customer sessions that ended are removed, and self sign-ups that never entered their code are cleared after a day. | Nothing visible. |
Every 5 minutes: online payments check
The system asks the payment gateway about online payments that started more than 10 minutes ago and never came back (for example, the customer closed the page after paying). It records the payments that went through, expires links that the gateway closed, and checks card refunds that are still pending.
What you see: a payment the customer made appears on the booking within minutes, even if they did not return to the page. A card refund that fails creates an urgent task. You can run the same check at once from Payments → Reconciliation → Check stuck payments now.
Once a day: passport renewal messages
When Passport renewal messages is set in Settings → Preferences (it is off by default), the system looks once a day for travellers on confirmed bookings whose trip leaves within that many days and whose passport expires less than six months after the trip returns. The customer gets the Passport renewal message once per traveller and booking, by WhatsApp when WhatsApp is connected to a provider, otherwise by email.
What you see: the message on the booking's Messages tab and in the message log.
Every hour: your subscription
The billing run checks every agency once an hour:
- sends the trial reminders 7 days and 1 day before a paid trial ends;
- starts the subscription when the trial ends, with its first invoice;
- issues the renewal invoice when the paid-up date comes, applying a smaller plan you scheduled;
- marks unpaid invoices overdue after the due date, and pauses the account after the grace days.
What you see: the trial note, then the A payment is overdue… bar, then Account paused. Paying the invoice opens everything again at once. See How your plan and billing work.
After an event
| Event | What the system does | What you see |
|---|---|---|
| A simplified e-invoice is issued (Saudi branches) | Reports it to ZATCA in the background. If it fails, it tries again, waiting longer each time (from 1 minute up to 6 hours), up to 15 tries. | The e-invoice status moves from Pending to Reported or Cleared, or to Not sent or Rejected. A dashboard alert shows e-invoices not sent or rejected, and ones pending more than 12 hours. |
| A branch's e-invoicing device becomes ready | If it is a Production device and the branch's e-invoicing was off only by default, turns e-invoicing on (a sandbox or simulation device never does, and a switch a person turned off stays off). Then sends the invoices that waited as pending while e-invoicing was on, in the order they were issued. | The branch's audit log shows E-invoicing turned on for …: its production device … is ready. Waiting invoices get their e-invoice status. Invoices issued while e-invoicing was off stay not e-invoices. |
| A payment or a refund | Gives loyalty points on the payment (or takes them back on a refund), and spends points or credit when they were used to pay. | Points and credit lines on the customer and in the customer app. |
| A trip is created | Creates the trip's checklist from Settings → Trip checklists, each task due a set number of days before departure. | Tasks on the trip and in Tasks. |
| A customer accepts a quotation | Creates a high-priority task to book the chosen option. | A task for the quotation's owner. |
| A customer sends a request from the customer app | Creates a high-priority task to confirm it. | A task for the customer's owner. |
| A customer pays online more than the balance | Creates a high-priority task to refund the difference or keep it as credit. | A task on the booking. |
| Background work fails | Tries again after 1 minute, then 2, and so on, up to 5 tries. | Usually nothing; the work completes on a later try. |
What the system does not do
There is no automatic backup you can download. To keep your own copy, export your data from Settings → Data and logs. See Export your data and read the audit log.
Note
Times follow the server clock, which runs on UTC. Daily changes such as quotations expiring and trips completing happen when the date changes in UTC, which is early morning in the Gulf.
Related articles
- Messages the system sendsEvery WhatsApp, email and text message the system sends, to customers, to your team and about your subscription: when, to whom, and how to change or stop it.
- How your plan and billing workTrial, monthly or yearly renewals, due dates and grace days, what happens when a payment is late, and the bar each state shows.
- Data and logsDownload all your agency's data, see every message the system sent, and read who changed what and when.
- E-invoicing (ZATCA)See each Saudi branch's e-invoicing state, onboard and renew its devices with ZATCA, set document options and follow e-invoices that need attention.
- What each alert meansEvery alert on the dashboard and in the bell: what triggers it, what it says, where its button goes and what makes it go away.