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Creating a Booking

This article explains how to manually create a booking in Rentals. It walks through every field in the Create Booking form, how to add listings, customers, and payments, and highlights all special cases where in-app bookings override normal business or listing rules.

Overview of Creating a Booking

The Create Booking flow allows admins to manually create bookings for customers directly from the Appointments or Calendar view. Admin-created bookings provide complete flexibility — enabling bookings outside configured business or listing constraints.

  • Create bookings outside business operating hours. - Set any start and end time, even if the time selector is disabled.
  • Create bookings for any duration, regardless of fixed durations defined on listings.
  • Bypass minimum and maximum booking durations, minimum scheduling notice, and maximum advance window.
  • Still respect pre-buffer and post-buffer time slots when checking availability. Example: If a listing’s default rental time is 9 AM–11 PM and the time selector is disabled, you can still create a booking from 7 AM–1 PM. Similarly, if fixed durations are 4 hours or 1 day, you can still book it for 2 hours or 2 days manually. This gives admins flexibility for exceptions while maintaining operational safety.

Key Benefits of Creating a Booking

  • Speed to Schedule: Create directly from Appointments or Calendar to handle requests quickly.
  • Flexible: Admins can set custom start/end even when listings use fixed durations or disabled time selectors.
  • Protection Against Conflicts: Buffers and inventory are always enforced to prevent overbooking.
  • Accurate Pricing & Deposits: Payment Summary reflects configured pricing rules and any security deposit so totals are clear before saving.
  • Multi‑Listing Support: Add multiple listings—each with its own times and quantities—in a single booking to streamline complex orders.
  • Immediate Team Visibility: Saved bookings appear right away in Appointments and Calendar for operational coordination.

How to Create a New Booking? There are two ways to create a booking:

Option 1 — From the Appointments View 1. Navigate to Calendars → Appointment List View. **

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** 2. Select Rentals from the dropdown.

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  1. Click + Create Booking in the top-right corner.

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  1. The New Booking screen will open.

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Option 2 — From the Calendar View 1. Go to Calendars → Calendar View. **

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** 2. Select Rentals from the dropdown.

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  1. Click + New in the top-right corner of the calendar.

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  1. The New Booking screen will appear.

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Sections of the Create Booking Form

The booking form includes the following sections: 4. Internal Note Each section is detailed below. Tip: If you need to take a listing off the calendar (for example, maintenance or internal use), create a Blocked slot event. Blocked slots reduce availability like a booking, but they are not tied to a customer booking or order. Learn more: Blocked Slots for Rental Listings

Customer Information

Enter or select the customer making the booking.

  • Select Contact – Search existing contacts or create a new one - If no record exists, click Add New Contact to create one instantly.
  • Phone & Email– Automatically fetched from the selected contact. Tip: Always confirm contact details to ensure reminders and payment confirmations reach the right person.

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Listings Section

This is where you select the listing(s) being booked.

Steps to Add a Listing:

  1. Choose the Listing Name from the dropdown. 2. Select a Variant (if applicable). 3. Enter the Quantity – The number of units being booked. 4. Define Start and End Date/Time.
  • The time picker appears even if the listing’s time selector is disabled.
  • You can choose custom times and durations beyond fixed durations or rental hours.
  • While updating or adding new listings to the booking, inventory must be available for the time duration for it to be selectable.
  • The Duration auto-calculates based on your selection but can be manually adjusted.
  1. The Listing Total updates automatically with pricing rules and discounts. 6. The Security Deposit updates automatically if applicable. Important: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing reservations aren’t overlapped.

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Adding Multiple Listings:

  • Click + Add Listing again to include multiple items in a single booking.
  • Each listing can have unique start/end times and quantities.
  • The combined total updates in the final Payment Summary.

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Payment Summary

The payment summary consolidates all costs in the booking.

  • Rental Subtotal – The combined value of all listings.
  • Security Deposit – Total security deposit applicable for the booking. This can be a part of the total amount to be collected upfront or an intimation of what can be charged incase of damages/violation of terms later (incase security deposit mode is set to card on file).
  • Total Amount - Final amount to be collected including any security deposit(s) and other charges as applicable.
  • Due Today – Remaining amount to be collected. Note: Incase security deposit is set to Card on File, the Total Amount in the payment summary excludes the amount for Security Deposit, however; it can be collected later and is not considered as an amount due until charged explicitly.

Internal Notes

Use this section to add contextual notes or record operational details.

  • Add Internal Note: Add instructions, customer requests, or internal reminders.

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Set Booking Status

Before saving, you can choose the initial status for the booking:

  • Unconfirmed – The booking is recorded but not yet confirmed; useful for tentative rentals.
  • Booked – The booking is confirmed immediately This flexibility helps admins manage provisional holds or manually confirmed bookings.

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Save and Confirm

Once all fields are complete: 1. Review customer and listing details. 3. The booking appears in the Appointments List View **

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Frequently Asked Questions

Q: Can I create a booking without taking payment right now?

Yes. Save without payment, then open Edit Booking later to collect full balance or deposit. Q: Why isn’t the deposit appearing in Payment Summary? Check Global Settings to ensure deposits are enabled and that the variant’s deposit isn’t set. Q: What happens if my time overlaps a buffer or inventory isn’t available? You’ll see an error or disabled save. Adjust times to respect buffers or reduce booking to available inventory. Q: How are multi‑listing bookings priced and shown? Each listing becomes a separate row with its own pricing and payment state; the booking may show Partially Paid until all rows are paid.