Managing Bookings
Cart Check-In - Multiple Bookings at Once
To check in a cart with multiple bookings, open the cart, click Check In, select the bookings to process, complete waivers, collect any balance due, and confirm.
When a customer arrives with multiple bookings in one order, use cart check-in to process them all efficiently.
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When to Use Cart Check-In
Cart check-in is ideal when:
- Customer booked multiple units (e.g., 2 jet skis)
- Customer booked different rentals (e.g., boat + cooler)
- Customer has a group reservation
- You want to collect balance and check in together
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Starting Cart Check-In
From the Dashboard
- Find the cart in Today's Check-Ins queue
- Click the cart to open it
- Click Check In button
From Cart Details
- Go to Dashboard → Carts
- Search for the cart by name or ID
- Open the cart details
- Click Check In
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The Check-In Process
Cart check-in guides you through steps:
Step 1: Verify Customer Identity
Confirm the customer matches the booking: - Check name on booking - Verify ID if required - Confirm contact information
Step 2: Select Bookings
Choose which bookings to check in:
| Option | What It Does |
|---|---|
| Select All | Checks all bookings in the cart |
| Today Only | Selects bookings starting today |
| Clear All | Deselects all bookings |
| Individual | Click each booking to select |
The balance due updates as you select/deselect bookings.
Step 3: Waivers & Safety
Complete required verifications:
- [ ] Liability waiver signed
- [ ] Rental agreement acknowledged
- [ ] Safety briefing completed
- [ ] Equipment inspected
Note: Requirements vary based on your account settings.
Step 4: Collect Balance
If there's a balance due:
Payment Options: - Card on File — Charge the customer's saved card - New Card — Enter a new card - Manual Payment — Cash, check, or other
The system shows: - Cart total - Amount already paid (deposit) - Balance remaining
Step 5: Final Details
Complete the check-in: - Add any checkout notes - Take equipment photos (optional) - Review final summary - Click Complete Check-In
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Booking Status by Urgency
Bookings are grouped by when they're due:
| Status | Meaning | Color |
|---|---|---|
| Overdue | Past start time | Red |
| Due Now | Starting within 30 minutes | Orange |
| Due Soon | Starting within 2 hours | Yellow |
| Future | Starting later | Gray |
Auto-selection prioritizes overdue and due-now bookings.
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Balance Calculation
The balance is calculated automatically:
Cart Total
- Deposit Paid at Checkout
- Any Gift Cards Applied
= Balance Due at Check-InExample: - Cart total: $500 - Deposit paid: $100 (20%) - Balance due: $400
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Payment Methods
Card on File
If the customer paid by card at checkout: 1. Select Card on File 2. Shows card type and last 4 digits 3. Click to charge the saved card
New Card
- Select New Card
- Customer enters card details
- Card is charged immediately
- Option to save for future use
Manual Payment
For cash, check, or other methods: 1. Select Manual Payment 2. Choose type (Cash, Check, POS Terminal, Other) 3. Enter amount collected 4. Add reference number if applicable
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Partial Check-In
You don't have to check in all bookings at once:
- Select only the bookings ready to go
- Complete check-in for selected bookings
- Return to the cart later for remaining bookings
Each booking is checked in independently, so: - Customer A can take their jet ski now - Customer B (same cart) can check in later
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After Check-In
When check-in completes:
- Selected bookings change to Rented status
- Payment is recorded (if collected)
- Waivers are marked complete
- Success message confirms completion
- You're returned to the cart view
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Troubleshooting
"No Bookings to Check In"
All bookings in this cart are already: - Checked in (rented status) - Cancelled - Completed
Balance Doesn't Match Expected
Check: - Was a discount applied after booking? - Were add-ons modified? - Was a partial refund issued?
Open cart details to see full payment history.
Payment Failed
Common issues: - Card declined — try another card - Card expired — use a new card - Network error — retry the payment
See Payment Troubleshooting for details.
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Tips for Efficient Check-Ins
Prepare Ahead
- Review today's arrivals each morning
- Pre-verify any flagged bookings
- Have equipment ready before customers arrive
Use the Queue
The Today's Check-Ins queue shows: - All arrivals for today - Sorted by start time - Highlighted when overdue
Take Photos
Use the photo upload feature to: - Document equipment condition - Protect against damage disputes - Keep visual records
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Need more? Search the live help desk or email wecare@recsystems.com.