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Creating a booking at the counter

Create booking opens a single form that walks down the page in the order you would actually ask the questions.

1. Location and period​

Pick the location, then the start date and time and the end date and time.

As soon as the period is set, ReservationBay works out what is free. Times are limited to the location's opening hours, and closed days are not offered.

2. Objects​

For each line you choose a category, then either a specific object or Select an object automatically.

  • The category shows how many are available for that period — 3 available, 1 object available, or Sold out.
  • Picking automatically is the normal choice; the system reserves one for you. Pick a specific object when the customer asked for that exact one, or when you know its condition.
  • The price interval — per hour, per day, per week, per month — comes from the category, and the line price follows from your rate table.
  • If the category requires a size, you pick the size here; if it requires an identifier, only objects that have one can be chosen.
  • Fields such as frame number, battery number and key number are shown where they are filled in, so you can read them out to the customer.

Add resource(s) adds another line; the bin icon removes one.

warning

If you select several objects on one booking, a warning appears. That is intentional — a family of four bikes on one booking is normal, but four bikes selected by accident is a lot of stock to block by mistake.

3. Bundles​

If you sell bundles, add them here with a quantity. A bundle goes out as one line but reserves each of its components separately, and the quantity you can pick is capped by whichever component is scarcest.

4. Extras & waivers​

Anything that is not an object: helmets, child seats, a cleaning fee, a damage waiver. A waiver priced as a percentage is calculated over the rental subtotal. Items you keep stock of show how many are still free for this period.

5. Financial​

Here you see the running totals and can settle:

  • A discount code. Type it and it is checked immediately against the actual total. If it applies, you see what it is worth ("Valid — € 12.50 off"). If it does not, you are told exactly why: outside its validity window, no uses left, the order is below its minimum amount, or it does not cover this location or category. Checking a code does not use one of its uses.
  • A voucher / gift card. Type the code and its remaining balance is shown. The amount drawn is never more than the balance and never more than the booking is worth — a gift card pays for a rental, it does not pay out cash.

The deposit and any bonus are shown here too.

6. Customer​

Search for the customer by name, email or customer number. If they are new, use Create customer and fill in email address, first and last name, country and phone number.

Phone numbers are checked and normalised, so a number typed with or without the country code ends up the same.

Before you save​

Two switches at the bottom:

  • Send customer email — sends the booking confirmation. On by default.
  • Send customer SMS (€ 0.15) — sends a text message as well. Off by default, and it costs money, which is why the price is written on the switch.
  • Confirm booking directly — creates the booking as Confirmed rather than New. At the counter this is usually what you want; the customer is standing in front of you.

The summary​

On the right the booking summary updates as you go: the period, the lines, the subtotal, the deposit, any discount, and the total. What you see there is what the customer pays.

Press Save booking and you land on the booking, where you take the payment.