Group & Multi-Unit Bookings - Handle Large Parties

When groups want multiple rental units, RecSystems lets you manage everything in one reservation. Whether it's a family reunion renting five kayaks or a corporate event with multiple boats, group bookings keep things organized.

Ways to Book Groups

Option 1: Quantity Field

For identical units, increase the quantity:

Example: Group needs 5 kayaks - Select: Single Kayak - Quantity: 5 - One line item, tracks 5 identical units

Benefits: - Simple and clean - One price × quantity - Easy to understand

Option 2: Multiple Items in Cart

For different units, add each separately:

Example: Group needs pontoon + 2 jet skis - Add: 24ft Pontoon (qty: 1) - Add: Jet Ski (qty: 2) - Three total units in cart

Benefits: - Mix different equipment - Individual pricing - Flexible combinations

Creating Group Bookings

From Dashboard

1. Go to Bookings → New Booking in the navbar
2. Add first unit with dates
3. Set quantity if multiple identical
4. Add additional units if needed
5. Enter customer info (one set for group leader)
6. Process payment (one transaction for all)

Customer Self-Service

Customers can: 1. Add multiple items to cart 2. Adjust quantities 3. Complete one checkout 4. Receive one confirmation

Managing Group Bookings

Single Order View

All items appear in one cart/order: - Same confirmation number - Same customer info - Same payment - Individual line items listed

Individual Tracking

Each booking item tracks separately: - Individual status - Separate check-in/out - Own notes if needed

Check-In for Groups

All Together

If everyone arrives together: 1. Open the group's cart 2. Review all items 3. Check in all at once 4. Process as unit

Staggered Arrivals

If arriving separately: 1. Open the group's cart 2. Check in individuals as they arrive 3. Others remain "Reserved" 4. Track progress

Example: - 10:00 AM: Pontoon group arrives → Check in pontoon - 10:15 AM: Jet ski riders arrive → Check in jet skis - Status shows: 2 of 3 checked in

Pricing for Groups

Base Calculation

Pontoon (1):      $350
Jet Ski (2):      $150 × 2 = $300
Add-ons:          $50
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Total:            $700

Volume Discounts

If configured, price rules can offer group discounts: - 3+ units: 10% off - 5+ units: 15% off

See Dynamic Pricing for setup.

Split Payment Tracking

While RecSystems processes one payment, you can: - Note who paid - Track internal splits - Use for group billing

Add-Ons for Groups

Per-Booking Add-Ons

Some add-ons apply per booking: - Cooler: Each group member might want one

Per-Unit Add-Ons

Some add-ons tied to unit quantity: - Insurance: Automatically matches unit count

Group-Wide Add-Ons

Some add-ons work for whole group: - Photography package - Guide service

Common Group Scenarios

Family Reunion

Request: 10 kayaks for 3 hours

Solution: - Single Kayak, Quantity: 10 - All same dates/times - One family member books - One payment, one confirmation

Corporate Event

Request: 3 pontoons for team building

Solution: - 24ft Pontoon, Quantity: 3 - Consider add-ons (coolers, catering) - Invoice to company - Multiple contacts possible

Mixed Group

Request: Different equipment types

Solution: - Add each type separately - Pontoon (2) - Jet Ski (4) - Kayak (6) - All in one cart

Partial Overlap

Request: Some all day, some half day

Solution: - Create separate bookings - Or use cart with different items/times - Manage as related bookings

Tips for Large Groups

Communication

• Get one point of contact
• Confirm details in writing
• Send reminder to group leader
• Have backup contact

Preparation

• Reserve equipment early
• Brief staff on group
• Prepare in advance
• Have backup plans

Check-In

• Designate check-in area
• Have waivers ready for all
• Consider group safety briefing
• Assign equipment efficiently

Documentation

• Note group size and composition
• Track any special arrangements
• Document condition of all equipment
• Get group photo (with permission)

Handling Issues

Partial No-Shows

If some don't arrive: - Wait reasonable time - Contact group leader - Cancel unused portions per policy - Adjust as appropriate

Late Additions

If group wants to add more: - Check availability - Create additional booking - Link to group if helpful - Process separate payment if needed

Early Returns

If some return early: - Process their return - Others continue as normal - No impact on rest of group

Troubleshooting

Can't book enough quantity

- Check unit quantity in system

- Verify availability for all

- May need to split into separate bookings

Group wants separate receipts

- Primary confirmation goes to booker

- Can forward or share

- Receipt shows all items

Pricing seems wrong

- Check each item's price

- Review add-ons applied

- Look for discount rules

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Related Articles: - Creating a Booking - Check-In & Check-Out - Dynamic Pricing Rules