Getting Started
Creating Your First Booking - Step-by-Step Guide
To create a booking, click New Walk-in or + Booking, select a unit and dates, enter customer information, and process payment. The booking is confirmed immediately.
Ready to make your first reservation? This guide walks you through the complete process, from selecting a rental item to confirming payment.
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Before You Begin
Make sure you have: - At least one fleet with units set up - Pricing configured for your units - Payment processing connected (or plan to use manual payments)
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Step 1: Start a New Booking
From your dashboard, you have two options:
Option A: New Walk-in Button
Click the New Walk-in button in the dashboard header. This is the fastest way to start.
Option B: Navigation Menu
Click + Booking in the top navigation bar.
Both options open the availability selector.
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Step 2: Select the Rental
The availability modal appears. Here you'll choose what the customer wants to rent.
Choose a Unit
- Browse available units or use the search
- Click on the unit the customer wants
- See photos, capacity, and description
Select Dates and Times
| Field | Description |
|---|---|
| Start Date | When the customer picks up |
| Start Time | Pickup time |
| Duration/End | How long or return date |
| Timeslot | Which rental schedule applies |
Select Location
Choose the pickup location if you have multiple.
Add to Cart
Click Add to Cart or Continue to proceed.
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Step 3: Enter Customer Information
Now you'll enter the customer's details. All fields marked with * are required.
Basic Information
| Field | Required | Notes |
|---|---|---|
| First Name | Yes | Customer's first name |
| Last Name | Yes | Customer's last name |
| Yes | For confirmation email (use "none@example.com" if unavailable) | |
| Phone | Yes | Primary contact number |
Identification
| Field | Required | Notes |
|---|---|---|
| Driver's License | Yes | License number for records |
| Birthday | Yes | Date of birth |
Address
| Field | Required |
|---|---|
| Street Address | Yes |
| Address Line 2 | No (optional) |
| City | Yes |
| State | Yes |
| Zip Code | Yes |
Emergency Contact
| Field | Required |
|---|---|
| Emergency Contact Name | Yes |
| Emergency Contact Phone | Yes |
Returning Customers
If the customer has booked before: 1. Search by their name, email, or phone 2. Click their name when it appears 3. Information auto-fills from their previous booking
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Step 4: Apply Discounts (Optional)
If the customer has a gift card or promo code:
Gift Cards
- Find the Gift Card section
- Enter the gift card code
- Click Apply
- The balance is deducted from the total
Promo Codes
- Find the Promo Code field
- Enter the code
- Click Apply
- The discount appears in the total
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Step 5: Process Payment
Choose how the customer will pay:
Credit/Debit Card
- Select Card Payment
- Enter the card number, expiration, and CVC
- Click Process Payment
- Payment is charged immediately via Stripe
Manual Payment (Cash/Check/Other)
1. Select Manual Payment 2. Choose the payment type: - Cash - POS Terminal (external card reader) - Check - Other 3. Enter a reference number (check number, receipt number, etc.) 4. Add optional notes 5. Click Record Payment
The payment is recorded but not processed through Stripe.
Deposit vs Full Payment
If your account is configured for deposits: - Only the deposit amount is collected now - The balance is due later (before pickup or at check-in)
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Step 6: Confirm the Booking
After payment processes successfully:
What Happens Automatically
- Booking confirmed — Status changes to "Reserved"
- Confirmation email — Sent to customer (if email provided)
- Calendar updated — Booking appears on your calendar
- Inventory blocked — Unit is unavailable for those dates
Confirmation Screen
You'll see: - Confirmation number - Booking summary - Payment details - Customer information
What to Tell the Customer
"Your booking is confirmed! Your confirmation number is [NUMBER]. You'll receive an email with all the details. See you on [DATE] at [TIME] at [LOCATION]."
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Quick Reference: Complete Workflow
1. Bookings → New Booking in the navbar
2. Select unit → Choose dates → Add to Cart
3. Enter customer info (name, email, phone, address, emergency contact)
4. Apply gift cards/promos (optional)
5. Process payment (card or manual)
6. Booking confirmed!---
Common Questions
What if I don't have the customer's email?
Use none@example.com as a placeholder. The booking will be created, but no confirmation email will be sent.
Can I skip some fields?
Most fields are required for operational and safety reasons. You can use placeholder values like "---" for non-critical fields if absolutely necessary.
What if the payment fails?
- Check card details are correct
- Try a different card
- Use manual payment and collect cash/check instead
How do I add more items to the same booking?
After adding the first unit to the cart, click Add Another to include additional rentals in the same cart. The customer pays once for everything.
Can I modify the booking after creating it?
Yes! Find the booking in your calendar or search, and click to open it. You can change dates, units, or add extras from there.
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What's Next?
Now that you've created your first booking:
- Check in the customer — When they arrive for pickup
- Explore the dashboard — Learn all the features
- Add more inventory — Build out your full fleet
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Need more? Search the live help desk or email wecare@recsystems.com.