Creating a Booking#

While most bookings come through your online booking site, you'll often need to create reservations manually—for phone orders, walk-in customers, or special arrangements.

When to Create Manual Bookings#

• Phone orders — Customer calls to book
• Walk-ins — Customer arrives without reservation
• Special requests — Complex bookings needing assistance
• Group bookings — Multiple units or custom arrangements
• Owner holds — Blocking time for your own use

Creating a New Booking#

Step 1: Go to New Booking#

From the navbar, click Bookings → New Booking.

You'll see the Available Rental Units search page.

Step 2: Enter Dates#

Select when the customer wants to rent:

Step 3: Filter Results (Optional)#

Narrow down available units using filters:

Step 4: Search#

Click Search to see available units for the selected dates and filters.

Available units appear below the search form with:

• Unit name and image
• Fleet type
• Pricing information

Step 5: Select a Unit#

Click on an available unit to select it for booking.

If no units appear, try:

• Different dates
• Different location
• Removing filters
• Checking inventory settings

Step 6: Enter Customer Information#

Fill in customer details:

Required:

• First Name
• Last Name
• Email
• Phone Number

Optional but Recommended:

• Address
• Notes / Special Requests

Finding Returning Customers#

If the customer has booked before:

1. Search by phone number or email
2. Previous customer data appears
3. Click to auto-fill fields
4. Verify information is current

Step 7: Add Extras (If Available)#

Select any add-ons:

• Check desired add-ons
• Adjust quantities if needed
• Required add-ons are pre-selected

Step 8: Review Pricing#

Verify the total looks correct:

• Base rental price
• Add-ons
• Fees and taxes
• Discounts (if any)

Step 9: Process Payment#

Enter payment information:

• Card number
• Expiration date
• CVV

Or select alternative payment methods if available.

Step 10: Complete Booking#

Click to confirm and create the booking.

What happens:

• Booking is created
• Confirmation email sent to customer
• Unit marked as reserved
• Appears on your calendar

Booking Confirmation#

After successful booking:

Customer Receives#

• Confirmation email with details
• Booking reference number
• Pickup instructions
• Waiver link (if configured)

You'll See#

• Booking on the calendar
• In Your Bookings list
• In Cart Orders

Tips for Phone Orders#

Gathering Information#

Ask the customer:

1. What dates are you looking at?
2. How many people in your group?
3. Which location works best for you?
4. Any special requirements?

While on the Phone#

1. Enter dates and search while talking
2. Describe available options and pricing
3. Confirm selection before taking payment
4. Read back total before charging

After Booking#

1. Confirm email address for confirmation
2. Mention waiver requirement (if applicable)
3. Provide reference number verbally
4. Explain pickup procedures

Troubleshooting#

No units available#

• Check date range is correct
• Verify units are set up and published
• Check timeslot configuration
• Look for conflicting bookings

Payment fails#

• Verify card information
• Try a different card
• Check for fraud blocks
• Process manually if needed

Customer not receiving confirmation#

• Verify email address spelling
• Check spam folder
• Resend confirmation from booking detail

Best Practices#

Verify Before Charging#

• Confirm dates with customer
• Review total pricing
• Double-check customer info

Document Special Requests#

• Add notes to the booking
• Communicate with team
• Follow up before rental date

Handle Returning Customers#

• Look up their history
• Acknowledge their loyalty
• Apply any available discounts

Related Articles:

• Booking Overview
• Modifying Bookings
• Taking Payment