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.
TABLE OF CONTENTS
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.
This means you can:
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.
How to Create a New Booking?
There are two ways to create a booking:
Option 1 — From the Appointments View
Navigate to Calendars → Appointment List View.
Click + Create Booking in the top-right corner.
The New Booking screen will open.
Option 2 — From the Calendar View
Go to Calendars → Calendar View.
Click + New in the top-right corner of the calendar.
The New Booking screen will appear.
Sections of the Create Booking Form
The booking form includes the following sections:
Customer Information
Listings
Payment Summary
Internal Note
Each section is detailed below.
1. Customer Information
Enter or select the customer making the booking.
Fields:
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.
2. Listings Section
This is where you select the listing(s) being booked.
Steps to Add a Listing:
Click + New Listing.
Choose the Listing Name from the dropdown.
Select a Variant (if applicable).
Enter the Quantity – The number of units being booked.
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.
The Listing Total updates automatically with pricing rules and discounts.
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.
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.
3. Payment Summary
The payment summary consolidates all costs in the booking.
Displayed Fields:
Subtotal – Total of all listings added.
Security Deposit Total – Combined refundable or authorized deposit (if applicable).
Total Amount – The final total before collecting payment.
Note : Incase security deposit is set to Card on File, the Total Amount in the payment summary includes the amount for Security Deposit, however; it can be collected later and is not considered as an amount due until charged explicitly.
4. Internal Notes
Use this section to add contextual notes or record operational details.
Add Internal Note: Add instructions, customer requests, or internal reminders.
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.
Save and Confirm
Once all fields are complete:
Review customer and listing details.
Click Save Changes.
The booking appears in the Appointments List View
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