Rental Reservations allow you to reserve rentals ahead of time for your members and guests. When a rental is reserved, it can still be issued prior to the rental reservation, assuming there are no conflicts or overlaps with the reservation.
In this article, we will discuss how to reserve a rental, rental reservation status, and conflicts.
Reserving Rentals Manually on a Web Browser:
To reserve a rental on a web browser, follow these instructions:
Go to Services > Rentals > Dashboard > New Rental (as shown below).
Select or enter the following:
Customer: Select Customer Type (Member or Guest):
Member: Select the following for members:
Name: Select the member from your member roster.
Guest: Enter the following for the guest (Note: If you maintain a Guest Roster, you can start typing a guest's first name, last name, or email in the respective field and then select that guest saved to the guest roster.):
Guest of: If they are a guest of a member, choose the member's name.
Guest First Name: Enter the Guest First Name.
Guest Last Name: Enter the Guest Last Name.
Guest Email: If a guest is placing the order, enter their email address for email notifications.
Guest Cell Phone: If a guest is placing the order, enter their cell phone # for text message notifications.
Add to Guest Roster: If this is a new guest, you can save them to your Guest Roster.
Card: If you require a credit card for the rental, check the box and enter credit card details. To enable card capture, enable the Stripe Integration.
Note: Add any additional information as a note. For instance, you can enter more contact information (phone #, mailing address, etc.) or specific return instructions.
Reserve for Later: Select "Reserve for Later" to reserve a rental set.
Reservation Date: Enter the date and time the member/guest is reserving the rental. If automatic email notifications or text message notifications have been enabled, a notification will be sent "X" days before the reservation date that they have an upcoming rental reservation.
Expected Return Date: Enter the date and time the member/guest is expected to return the rental. If automatic email notifications or text message notifications have been enabled, the due date will determine when the borrower will receive reminder emails/texts to return the club to the shop. For details on setting the default expected return date, Click Here.
Rental: Select a rental from the inventory or add a new one. Note: You cannot reserve a rental if it conflicts with other reservations or existing rentals.
If you'd like to reserve multiple rentals set for the customer, click "Add another rental" and repeat this step (as shown below).
If necessary, turn on or off the customer's text message or email notification when the rental is reserved.
Click "Save."
Rental Reservation Status:
When using rental reservations, you can review a rental's status on the Rentals Dashboard (as shown below).
The following status will apply to rental reservations:
Reserved (mint green): These are rental sets that have been reserved for a future date/time
Reserved Sold/Lost (Red): These are rental sets that have been reserved, but the rental set has been sold/lost by another renter after the set was initially reserved.
Reservation Conflicts:
In some instances, you might not be able to reserve a rental set. The following cases might arise that would not allow you to complete a reservation:
The reservation conflicts with an In-progress rental
The reservation conflicts with another reservation
The rental set was booked concurrently from another browser and was booked there first.
The reservation was initially started with a time/date that did not conflict with other in-progress or active reservations, but before saving the reservation, the time/date was changed to a time/date that conflicts with an in-progress or active reservation.
Automated Notification:
After entering the rental reservation details (e.g., reservation date, return date, rental item), the customer will receive an email notification (if enabled) and text message notification (if enabled) confirming their rental reservation. The default notification includes the rental tracking number, reservation date, expected return time, and more rental details. You can customize the automated notification to include a personalized message to the individual by clicking "Edit this specific message." For more details on customizing notifications on the fly, Click Here.
For automated emails, you can view the Email Delivery Report to ensure emails were delivered successfully and identify those that were not. Click Here for more details.