Rentals Reservations

When a customer books online, the reservation will show up under the Rentals Reservations menu. At a glance upcoming reservations are shown and you can see the customer name, the product booked, dates, waivers signed and if the bike has been picked up.

You can also add a new reservation or view past “Archived” reservations in this window.

To view/update a reservation, select the Pencil button.

Reservation View

1. In the Booking Summary, you can see where the reservation was made (Frontend -web, kiosk- or Backend), If it is Pending (paid or not paid) and the details of the bike rental. This page allows you to see all the necessary information to get bike set up for the customer.

2. When the customer comes to pick up the bike, select the box that says “Equipment Picked Up” and put in initials. This allows everyone on the rentals team to know what bikes are gone and who checked them out.

3. There are two PRINT options. The first option prints out a general reservation form which can be helpful when getting a bike ready. The second says “Print Tag.” This you can set up to print to your receipt printer so it prints out a small receipt to tape onto the bike to show it is ready and what customer it goes to.

4. You can add new products or edit the product and the date on the reservation by selecting those buttons.

5. Reservation Survey - you can have the survey automatically scheduled to go to customers after their reservation is complete. You can view the filled-out survey under the Reservation Survey button.

Billing Information

1. On this tab you can see the customer’s billing status - if it was reserved online, it will be paid, but if you manually entered a reservation, you can charge the customer here. You can also add additional charges (damage to the product, lost helmet) or refund the customer. The credit card info is saved in a PCI-compliant matter. You can also choose to send email/sms updates to the customer.

2. Book Me Host - If you have the Book Me referral program set up, the Host will appear here, or you can manually enter it (if your customer says “The Palace Hotel sent me here” - then the partner can get their referral bonus).

3. Return Customer. - If you have a return customer, you can pull them up to auto populate the contact info. The CC info is not saved from previous customers.

Waiver Information

1. You can view the waiver signature here or if you manually booked the customer, this is where you send them either an email or SMS for signature.

Rentals Calendar

The Calendar shows at-a-glance what rentals are out and what is available. You can sort your inventory to see what is available - if a customer asks what Large Full Suspension you have available on a given date, you can easily look!

Reservations are color-coded for Status and if it is a R-rental or T-tour (if enabled). To look at a particular reservation, just click on the box and it will take you to the Reservation View page.

Rental Returns

When a customer returns with the bike, this is where you check them in.

1. Find the reservation and click the green “Check In” button.

2. Review the bike being returned and check Good or Needs Repair. If the bike needs repair, a Maintenance window pops up to fill in the Maintenance item and if it needs to be blocked out of the system for a period of time. (set up Maintenance here)

3. If you had Add-Ons, you can check if those were returned (helmets, locks, etc)

4. If the rental was returned early enough in the day it can be rented again, you can “force back into inventory” so it shows as available to other customers.

5. If you need to charge a customer for a missing item or damage, go back to their original reservation and charge them in the billing information tab.