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Rentals

How to manually create a rental booking for a customer

In Calendars, choose Rentals from the top dropdown and click + Create Booking (in the appointment list) or + New (in calendar view). Pick the contact, listing, quantity and dates, review the payment summary, set the status (Unconfirmed or Booked) and click Confirm booking.

Updated on

Before you start

  • Rentals must be enabled and the listing created.
  • Have the customer's name or phone; if they're not a contact yet, you can create one on the spot.
  • Bookings created by staff bypass business hours, minimum/maximum durations and scheduling notice, but still respect pre/post buffers and available stock.
Where to find it

Calendars › Appointment List View › Rentals › + Create Booking

Step by step

Open the booking form

  1. Open Calendars.
  2. In Appointment List View, choose Rentals from the top dropdown and click + Create Booking. Alternatively, in Calendar View choose Rentals and click + New.

Fill in the booking

  1. Under Customer Details, search for the contact or click Add New Contact. Phone and email fill in automatically.
  2. Under Listings, pick the listing, the variant (if any) and the quantity.
  3. Set the start and end date and time. The time picker shows even if the listing hides it from customers, and you can pick durations outside the fixed packages.
  4. Duration and Listing Total calculate automatically (using pricing rules and discounts); you can adjust the duration by hand.
  5. To add another item to the same booking, click + Add Listing; each one has its own dates and quantities.
  6. Under Internal Notes, record customer requests or instructions for the team (customers don't see them).
  7. Check the Payment Summary: subtotal, security deposit, total and Due Today.
  8. Under Set Booking Status, choose Unconfirmed (tentative hold) or Booked (confirmed now).
  9. Click Confirm booking. The booking shows up immediately in the list and in calendar view.

Block an item without a booking (maintenance, internal use)

  1. In Calendar View › Rentals, click + New or drag across the dates.
  2. Under Event Type, choose Blocked slot.
  3. Pick the listing, variant, quantity to block, a title (e.g. "Maintenance") and the start and end.
  4. Click Block time. The item becomes unavailable for that period; customers only see availability, never the reason.

Tips

  • You can save the booking without taking payment and collect it later from Edit Booking.
  • If the deposit is set to card-on-file mode, the total excludes it: it's charged later, only if needed.
  • With several listings, each row has its own payment; the booking shows Partially Paid until all rows are settled.

Common problems

  • Can't save: the time overlaps → It falls within another booking's pre/post buffer or there's no free stock. Adjust the times or reduce the quantity.
  • The deposit doesn't show in the summary → Check the rentals Global Settings to confirm deposits are enabled and that the variant's deposit isn't set to zero.
  • The customer doesn't exist → Click Add New Contact inside the form and fill in name, phone and email.
  • I want a 2-hour booking but the listing only has 4-hour packages → Manual bookings accept any duration; enter the start and end times directly.

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