Group & Multi-Unit Bookings#

When groups want multiple rental units, RecSystems lets you manage everything in one reservation. Whether it's a family reunion renting five kayaks or a corporate event with multiple boats, group bookings keep things organized.

Ways to Book Groups#

Option 1: Quantity Field#

For identical units, increase the quantity:

Example: Group needs 5 kayaks

• Select: Single Kayak
• Quantity: 5
• One line item, tracks 5 identical units

Benefits:

• Simple and clean
• One price × quantity
• Easy to understand

Option 2: Multiple Items in Cart#

For different units, add each separately:

Example: Group needs pontoon + 2 jet skis

• Add: 24ft Pontoon (qty: 1)
• Add: Jet Ski (qty: 2)
• Three total units in cart

Benefits:

• Mix different equipment
• Individual pricing
• Flexible combinations

Creating Group Bookings#

From Dashboard#

1. Go to Bookings → New Booking in the navbar
2. Add first unit with dates
3. Set quantity if multiple identical
4. Add additional units if needed
5. Enter customer info (one set for group leader)
6. Process payment (one transaction for all)

Customer Self-Service#

Customers can:

1. Add multiple items to cart
2. Adjust quantities
3. Complete one checkout
4. Receive one confirmation

Managing Group Bookings#

Single Order View#

All items appear in one cart/order:

• Same confirmation number
• Same customer info
• Same payment
• Individual line items listed

Individual Tracking#

Each booking item tracks separately:

• Individual status
• Separate check-in/out
• Own notes if needed

Check-In for Groups#

All Together#

If everyone arrives together:

1. Open the group's cart
2. Review all items
3. Check in all at once
4. Process as unit

Staggered Arrivals#

If arriving separately:

1. Open the group's cart
2. Check in individuals as they arrive
3. Others remain Reserved
4. Track progress

Example:

• 10:00 AM: Pontoon group arrives → Check in pontoon
• 10:15 AM: Jet ski riders arrive → Check in jet skis
• Status shows: 2 of 3 checked in

Pricing for Groups#

Base Calculation#

Pontoon (1):      $350
Jet Ski (2):      $150 × 2 = $300
Add-ons:          $50
─────────────────────────────
Total:            $700

Volume Discounts#

If configured, price rules can offer group discounts:

• 3+ units: 10% off
• 5+ units: 15% off

See Dynamic Pricing for setup.

Split Payment Tracking#

While RecSystems processes one payment, you can:

• Note who paid
• Track internal splits
• Use for group billing

Add-Ons for Groups#

Per-Booking Add-Ons#

Some add-ons apply per booking:

• Cooler: Each group member might want one

Per-Unit Add-Ons#

Some add-ons tied to unit quantity:

• Insurance: Automatically matches unit count

Group-Wide Add-Ons#

Some add-ons work for whole group:

• Photography package
• Guide service

Common Group Scenarios#

Family Reunion#

Request: 10 kayaks for 3 hours

Solution:

• Single Kayak, Quantity: 10
• All same dates/times
• One family member books
• One payment, one confirmation

Corporate Event#

Request: 3 pontoons for team building

Solution:

• 24ft Pontoon, Quantity: 3
• Consider add-ons (coolers, catering)
• Invoice to company
• Multiple contacts possible

Mixed Group#

Request: Different equipment types

Solution:

• Add each type separately
• Pontoon (2)
• Jet Ski (4)
• Kayak (6)
• All in one cart

Partial Overlap#

Request: Some all day, some half day

Solution:

• Create separate bookings
• Or use cart with different items/times
• Manage as related bookings

Tips for Large Groups#

Communication#

• Get one point of contact
• Confirm details in writing
• Send reminder to group leader
• Have backup contact

Preparation#

• Reserve equipment early
• Brief staff on group
• Prepare in advance
• Have backup plans

Check-In#

• Designate check-in area
• Have waivers ready for all
• Consider group safety briefing
• Assign equipment efficiently

Documentation#

• Note group size and composition
• Track any special arrangements
• Document condition of all equipment
• Get group photo (with permission)

Handling Issues#

Partial No-Shows#

If some don't arrive:

• Wait reasonable time
• Contact group leader
• Cancel unused portions per policy
• Adjust as appropriate

Late Additions#

If group wants to add more:

• Check availability
• Create additional booking
• Link to group if helpful
• Process separate payment if needed

Early Returns#

If some return early:

• Process their return
• Others continue as normal
• No impact on rest of group

Troubleshooting#

Can't book enough quantity#

• Check unit quantity in system
• Verify availability for all
• May need to split into separate bookings

Group wants separate receipts#

• Primary confirmation goes to booker
• Can forward or share
• Receipt shows all items

Pricing seems wrong#

• Check each item's price
• Review add-ons applied
• Look for discount rules

Related Articles:

• Creating a Booking
• Check-In & Check-Out
• Dynamic Pricing Rules