Go to the Bookings page.
Click "Add Booking" in the header.
You’ll be taken to the booking management page for a new pending booking.
Click the customer card at the top.
Search by name, email, or phone.
Select an existing customer, or click "Create New Customer" to add one.
Customer Verification:
If you’re using customer verification you can choose to manually verify a customers details or finish creating the booking and the customer will be prompted to verify their ID before they can view their lock code.
If a customer is not verified, you’ll see a "Not Verified" badge.
Options:
Mark as Verified: manually approve verification.
Generate Link: create a verification link (expires in 48 hours) to send to the customer.
Use the date range selector to set start and end dates.
Click the location selector.
Search and select a location.
An availability badge shows if items are available for the selected dates.
Click "Search and add stock items…" in the items card.
Search by product name or stock ID.
Click a stock item to add it to the booking.
Managing Items:
Swap Stock: click the swap icon to replace an item with another from the same product.
Remove Item: click the X icon to remove an item.
View Stock Details: click the stock ID to open the stock drawer.
View Clashes: an accordion shows any booking conflicts for the selected dates.
Lock Codes:
Access codes appear once items are added and dates are set.
Status indicators:
Error: issue generating the code (check lock settings).
Past Date: end date is in the past (update to generate).
No Lock: no lock assigned to the stock item.
Automatic Calculation:
Price is calculated from:
Selected items and their pricing templates
Booking duration
Selected addons/services
Applied coupons
Tax settings
Manual Price Adjustment:
Edit the Total field to override the calculated price.
If the manual price differs, a "Price Difference" banner appears with a "Recalculate Price" button.
Addons/Services:
Click "Add Addon" to add services.
Addons are priced based on your service settings.
Click an addon to remove it.
Coupons:
Click "Add Coupon" to search and apply a coupon.
Select a coupon or choose "No Coupon" to remove.
Discount is shown in the pricing breakdown.
Create a new coupon in settings to add to a booking.
Pricing Breakdown:
Duration: calculated hire period
Subtotal: before tax and discounts
Tax: based on your tax settings
Total: final amount
Click "Save New Booking" in the sidebar (only visible for pending bookings).
Required before saving:
Customer selected
At least one stock item added
Location selected
Start and end dates set
Once saved, the booking is confirmed and assigned a booking number.
Booking Status Badge:
Shows current status (e.g., Confirmed, Active, Returned).
Color-coded by state.
Payments Section:
Adding Payments:
Click "Add" in the Payments section.
Choose a payment method:
Manual Card Payment: record an offline payment.
Send Payment Link: generate a Stripe payment link to send to the customer.
Saved Payment Method: charge a saved card on file.
Enter the amount (or click "Full Amount").
Click "Record Payment".
Payment Details:
Click a payment to view details:
Status (paid, pending, refunded)
Amount and method
Created/updated timestamps
Actions:
View in Stripe (if applicable)
Copy Payment Link (if pending)
Refund Payment (for paid payments)
Payment Summary:
Total: booking total
Total Paid: sum of paid payments
Balance: remaining amount (or "Paid in Full" if $0)
More Options Menu (Three Dots):
Confirmation Link:
Copy a link the customer can use to view booking details.
Extension Link:
Copy a link the customer can use to extend the booking.
Manually Return:
Mark a booking as returned manually.
Enter a reason (optional).
Only available for confirmed bookings that aren’t already returned or cancelled.
Create Invoice:
Generate an invoice PDF for the booking.
Cancel Booking:
Cancel the booking (cannot be undone).
Confirmation required.
Activity Timeline:
View booking history:
Status changes
Payment records
Communication events
User actions
Click "Scheduled" to open the Communication Flow modal for managing automated messages.
Stock Map (if applicable):
If items have GPS trackers, a map shows real-time locations.
Only visible for active bookings with tracked items.
Return Status Display:
For returned bookings, a banner shows:
Return status (Returned Manually, Returned With Issues, etc.)
Return timing (on time, early, or late)
Click "View Return Details" for more information.
Availability Checking:
When selecting a location or adding items, availability badges indicate conflicts.
The system checks for overlapping bookings.
Price Recalculation:
If you change dates, items, addons, or coupons, the price updates automatically.
If you’ve set a manual price, a banner appears to recalculate.
Create customers first: set up customer profiles before creating bookings.
Check availability: use availability badges to avoid double bookings.
Use payment links: for remote payments, generate payment links instead of manual entry.
Monitor the timeline: review the Activity section for a complete history.
Verify customers: ensure customer verification is complete before confirming bookings.
Track returns: use the manual return feature with notes for accurate records.
Scenario 1: Phone Booking
Create or select the customer.
Add items and set dates.
Set location.
Save the booking.
Generate a payment link and send it to the customer.
Scenario 2: Walk-in Customer
Create a quick customer profile.
Add items and set dates.
Record a manual card payment.
Save the booking.
Scenario 3: Booking Modification
Open the booking.
Swap items if needed.
Adjust dates (check availability).
Add or remove addons.
Apply a coupon if applicable.
Changes save automatically.
Scenario 4: Early Return
Open the booking.
Click the three-dots menu.
Select "Manually Return".
Enter a reason.
Confirm the return.
