A marina can track annual slip lease renewals in one place by storing each lease end date on the slip holder's record in GoHighLevel and reminding the holder 90, 60, and 30 days before it, with a task to offer the slip to the waitlist if the holder has not renewed. The bottom line: renewals open months before the boating season, so the tracking has to run through the off season.
What real marina leases show
The Town of Brookhaven, New York leases its marina berths annually for a season that starts on the second Saturday of May and ends on the first Sunday of November. Renewals for current berth holders begin in December and can be done online, and all renewal applications are due by February 1. It also keeps a waitlist for its marinas. A private marina's lease terms show another common clause: the agreement renews automatically for an additional year unless either party gives written notice of termination not less than 60 days before it expires.
A marina management software company recommends starting the renewal process 60 to 90 days before the contract expires and says a marina can decline to renew and offer the slip to another boater when the boater will not accept new terms. A slip rental guide says annual tenants often get priority renewal in high demand markets. Your own lease sets the real notice date, so read it before you set the reminders.
The reminder schedule
| When | What happens | Owner |
|---|---|---|
| 90 days before lease end | Renewal offer with the new rate and a link to sign the lease or pay the invoice. | Office |
| 60 days before | Reminder that names the notice deadline in the lease. | Office |
| 30 days before | Final notice. Call task for holders who have not responded. | Dockmaster |
| The day after the lease ends | Task to offer the slip to the first person on the waitlist. | Dockmaster |
Build it in GoHighLevel
- Create a date field on the contact called Slip lease end date, and text fields for slip number and boat name.
- Add tags for the dock or pier so messages and tasks can be sorted.
- In Automation, create a new workflow and add the Custom Date Reminder trigger.
- Select the lease end date and add Before Number of Days set to 90.
- Add a Send Documents and Contracts action with your renewal lease template, or a Send Invoice action if the renewal is an invoice, then a Send Email action.
- Publish, then build workflows at 60 and 30 days. Use Add Task in the 30 day workflow.
- Build a fourth workflow with the After Number of Days filter set to 1 that creates a waitlist task for the dockmaster.
- After a lease is signed, use Update Contact Field to move the end date to the new term.
If you also want the slip itself tracked, GoHighLevel's custom objects can represent a slip with an owner and a lease end date, and its documentation shows workflows that respond to custom object changes.
Email to send at 90 days
Subject: Your lease for slip [slip number] ends on [lease end date]. Hi [first name], your lease for slip [slip number] ends on [lease end date]. Your lease requires written notice [notice days] days before that date. Sign your renewal here: [link]. If you do not plan to renew, tell us so we can offer the slip to the next boater on the waitlist.
What the workload looks like
For example, a marina with 240 annual slips whose leases all end on the same date needs 240 renewals inside one window. If just 10 percent do not renew, that is 24 slips to refill before the season, and refilling means calling the waitlist. The 90 day reminder gives you the answer to how many slips will open while there is still time to work the waitlist, instead of finding out in April.
Mistakes to avoid
- Using a single lease end date. If some leases end mid year, store each holder's own date.
- Missing the notice clause. If the lease renews automatically unless notice is given, the reminder must arrive before that deadline.
- No waitlist step. An unrenewed slip should trigger a task the next day, not a discovery in spring.
- Old contact details. Seasonal boaters move. Keep an email address and confirm it in each renewal.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Boat owners often have seasonal addresses, so keep an email address on every record. This is general information, not legal advice.
Questions people ask
When should renewals open?
Real examples vary. Brookhaven opens renewals for current holders in December for a May season, and a software vendor suggests 60 to 90 days before the lease ends. Use your own lease term and season.
What if the lease renews automatically?
Send the reminder before the termination notice deadline in the lease, which one marina sets at not less than 60 days before expiration.
Can I run a waitlist in GoHighLevel?
You can keep waitlisted boaters on a tagged list and use a task to offer the slip. Confirm any fee or deposit policy in your lease terms.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.