Enabling Online Rental Reservations

With your facility's permission and parameters, customers can now interact with your schedule and not just view it. Unused facility space can be quickly booked online to add extra revenue to your monthly income by setting some basic parameters for your facility. Just below, we'll walk you through how to create and edit online rental reservation rulesets.

Setting Up a New Rental Rate

Select "Facility Management," from the main dropdown menu and select the page called, "Online Rental Settings." On that page, you'll see a list of all active online rental rates that you've set up at your facility, which can be filtered and searched.

At the top of the page, you'll see a blue button called "New Rental Rate." Click that button and you'll be taken to a page to create a new rental parameter. Below, we'll walk you through the various options so that you can set up your rentals exactly how you'd like!

Event Area: This will provide you a list of all active event areas and subsections of those event areas. Select whichever area that you'd like to create this for. Don't worry - you can create multiple rental rates & settings for the same area.

Optional Display Name: This is what your rental rate will be displayed as to the public when they go to register. This could be as simple as "Weekday Field Rentals."

Legend Color: Each rental rate will be color coded based upon your selections. Reserved times are grayed out on your calendar - you can choose which color you'd like specific rates to show up as.

Availability: This allows you to limit how far in advance rentals can be booked for this rate. You could allow customers to book right up to the minute of the rental beginning if you'd like or you can require how ever much notice as you require, whether it's 2 hours, 12 hours, a week or a month. You can also prevent customers from booking too far in advance.

PRO TIP: You can set multiple rental rates for the same event area with different amount of notice. To incentivize customers to book a last minute rental that would otherwise go unused, you can offer a discounted rental rate.

Min/Max Duration: This allows you to set the minimum or maximum time that a rental can last. Maybe you have batting cages that require a 30 minute time frame. Just set your rentals to be a min of 30 minutes and a max of 30 minutes. This is fully customizable for each rate.

Required Buffer: Are you worried about set-up/clean-up time at one of your areas for a last minute rental? Have no worries - if you require a buffer, that selected amount of time will be required on both ends of the rental to allow your staff time to prepare between events. For example, you may have a free hour between 10am and 11am, but if you enable a 10 minute buffer, the only time that would be available for rental would actually be 10:10am to 10:50am.

Product: This allows you to choose how much you're charging for this rental. Make sure you've created your rental products in the POS beforehand and then you can select your product from a dropdown to tie an hourly rate to your rental.

Employee Notifications: Choose as many employees as you'd like to receive notifications whenever your rental is booked.

Days/Times Available: What days of the week is this rental available? Do you have a rate for weekdays and a rate for weekends? A rate for mornings vs evenings? You can pick and choose which days and times that this rate applies to.

PRO TIP: You can set as many different times as you'd like for this. If you restrict rentals to only be available on the hour, you can set your rental times available as 11am-12pm, 12pm-1pm, 1pm-2pm, etc. instead of 11am-2pm.

Registration Fields: Just as with any program, season, camp or clinic, you can customize your registration fields. They will default to your account-wide selection and then can be customized for each rate. The reservation process will automatically include a rental name, an approximate number of guests, and any notes from the customer, but you can require whatever other information that you'd like.

Press save and you're all good to go with that rate. You can edit, disable or delete those rates at any time

Viewing Online Rentals

Good news - your rentals taken online will work the exact same way as rentals entered through the Point of Sale. Under the "Facility Management," dropdown from the main menu, you'll see the "Rentals," page where you can view any upcoming rentals. You can search by rental name and click to view or edit the rental, where you'll see a symbol signifying it it was an online rental and can view any custom registration fields under "Additional Information."