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Creating Your First Booking - Step-by-Step Guide

5 min read Beginner For Owner, Manager, Staff Updated about 2 months ago
Quick Answer
To create a booking, click New Walk-in or + Booking, select a unit and dates, enter customer information, and process payment. The booking is confirmed immediately.

Creating Your First Booking

Ready to make your first reservation? This guide walks you through the complete process, from selecting a rental item to confirming payment.

Before You Begin

Make sure you have:

  • At least one fleet with units set up
  • Pricing configured for your units
  • Payment processing connected (or plan to use manual payments)

Step 1: Start a New Booking

From your dashboard, you have two options:

Option A: New Walk-in Button

Click the New Walk-in button in the dashboard header. This is the fastest way to start.

Option B: Navigation Menu

Click + Booking in the top navigation bar.

Both options open the availability selector.

Step 2: Select the Rental

The availability modal appears. Here you'll choose what the customer wants to rent.

Choose a Unit

  1. Browse available units or use the search
  2. Click on the unit the customer wants
  3. See photos, capacity, and description

Select Dates and Times

Field Description
Start Date When the customer picks up
Start Time Pickup time
Duration/End How long or return date
Timeslot Which rental schedule applies

Select Location

Choose the pickup location if you have multiple.

Add to Cart

Click Add to Cart or Continue to proceed.

Step 3: Enter Customer Information

Now you'll enter the customer's details. All fields marked with * are required.

Basic Information

Field Required Notes
First Name Yes Customer's first name
Last Name Yes Customer's last name
Email Yes For confirmation email (use [email protected] if unavailable)
Phone Yes Primary contact number

Identification

Field Required Notes
Driver's License Yes License number for records
Birthday Yes Date of birth

Address

Field Required
Street Address Yes
Address Line 2 No (optional)
City Yes
State Yes
Zip Code Yes

Emergency Contact

Field Required
Emergency Contact Name Yes
Emergency Contact Phone Yes

Returning Customers

If the customer has booked before:

  1. Search by their name, email, or phone
  2. Click their name when it appears
  3. Information auto-fills from their previous booking

Step 4: Apply Discounts (Optional)

If the customer has a gift card or promo code:

Gift Cards

  1. Find the Gift Card section
  2. Enter the gift card code
  3. Click Apply
  4. The balance is deducted from the total

Promo Codes

  1. Find the Promo Code field
  2. Enter the code
  3. Click Apply
  4. The discount appears in the total

Step 5: Process Payment

Choose how the customer will pay:

Credit/Debit Card

  1. Select Card Payment
  2. Enter the card number, expiration, and CVC
  3. Click Process Payment
  4. Payment is charged immediately via Stripe

Manual Payment (Cash/Check/Other)

  1. Select Manual Payment
  2. Choose the payment type:
    • Cash
    • POS Terminal (external card reader)
    • Check
    • Other
  3. Enter a reference number (check number, receipt number, etc.)
  4. Add optional notes
  5. Click Record Payment

The payment is recorded but not processed through Stripe.

Deposit vs Full Payment

If your account is configured for deposits:

  • Only the deposit amount is collected now
  • The balance is due later (before pickup or at check-in)

Step 6: Confirm the Booking

After payment processes successfully:

What Happens Automatically

  1. Booking confirmed — Status changes to Reserved
  2. Confirmation email — Sent to customer (if email provided)
  3. Calendar updated — Booking appears on your calendar
  4. Inventory blocked — Unit is unavailable for those dates

Confirmation Screen

You'll see:

  • Confirmation number
  • Booking summary
  • Payment details
  • Customer information

What to Tell the Customer

Your booking is confirmed! Your confirmation number is [NUMBER]. You'll receive an email with all the details. See you on [DATE] at [TIME] at [LOCATION].

Quick Reference: Complete Workflow 

1. Bookings → New Booking in the navbar
2. Select unit → Choose dates → Add to Cart
3. Enter customer info (name, email, phone, address, emergency contact)
4. Apply gift cards/promos (optional)
5. Process payment (card or manual)
6. Booking confirmed!

Common Questions

What if I don't have the customer's email?

Use [email protected] as a placeholder. The booking will be created, but no confirmation email will be sent.

Can I skip some fields?

Most fields are required for operational and safety reasons. You can use placeholder values like --- for non-critical fields if absolutely necessary.

What if the payment fails?

  • Check card details are correct
  • Try a different card
  • Use manual payment and collect cash/check instead

How do I add more items to the same booking?

After adding the first unit to the cart, click Add Another to include additional rentals in the same cart. The customer pays once for everything.

Can I modify the booking after creating it?

Yes! Find the booking in your calendar or search, and click to open it. You can change dates, units, or add extras from there.

What's Next?

Now that you've created your first booking:

  1. Check in the customer — When they arrive for pickup
  2. Explore the dashboard — Learn all the features
  3. Add more inventory — Build out your full fleet

Frequently Asked Questions

What information do I need from the customer?
Required fields include: first name, last name, email, phone, driver's license, birthday, address (street, city, state, zip), and emergency contact information.
Can I accept cash or check payments?
Yes. When processing payment, select 'Manual Payment' and choose cash, check, or other. Enter a reference number for your records.
What happens after I create the booking?
The customer receives a confirmation email (if email provided), the booking appears on your calendar, and the unit is blocked for those dates.