Managing Rental Bookings
Understanding the Rental Appointments List
The Rental Appointments List provides a central dashboard to oversee all your booked rental items. This view shows each individual rental item (or listing) that has been scheduled, allowing you to track its timing, status, and payment details at a glance. It is important to note that this list shows items, not entire orders. If a customer books three different items in one transaction, you will see three separate rows in this list.
Accessing the List
To view your rental appointments, navigate to Calendars and select Appointment List View. In the dropdown menu at the top of the page, choose Rentals. The main table will load, displaying all booked listings. You can manually add a new booking by clicking the Create Booking button in the top-right corner of the page.
Reading the Appointments Table
The table columns provide specific details for each booked item:
- #: A simple reference number for the row.
- Contact: The name and email address of the customer who made the booking.
- Listing: The name of the specific rental item that was booked.
- Start Time / End Time: The scheduled rental period for that item.
- Status: The current state of the booking for that listing:
- Unconfirmed: The booking request has been received but not yet approved.
- Booked: Confirmed and scheduled for the future.
- Active: The rental period is currently in progress.
- Completed: The rental has finished.
- Canceled: The booking was canceled.
- Payment Status: Shows whether payment has been collected for that specific item:
- Pending: Payment has not been received.
- Paid: Payment is complete.
- Actions: Icons for quick management:
- View: Opens the complete booking details, showing all items, customer info, and payments related to that order.
- Edit: Opens the booking editor where you can modify the booking, add or remove items, adjust payments, and add notes.
Filtering and Organizing Your View
The toolbar above the table offers several ways to manage the information displayed.
Filter Tabs
Use these quick tabs to see bookings by status:
- Upcoming: Future bookings.
- Active
- Completed: Finished rentals.
- All: Every booking, regardless of status.
Advanced Filters
Click Advanced Filters to create a more specific view. You can filter by:
- Booking Status (e.g., Unconfirmed, Booked, Canceled)
- Payment Status (Paid or Pending)
- Listing name or category
- Date range for the Start or End Time
- Customer name or email
Other Tools
- Sort By: Reorder the list by Start Time, End Time, or the Date the booking was added.
- Search Bar: Quickly find bookings by typing a Listing Name or Customer Name.
- Manage Columns: Customize the table by choosing which columns to show or hide, and in what order they appear.
Common Questions
Why does one customer booking create multiple rows?
Each row represents one rented item (listing). A single booking containing multiple items will generate a separate row for each item, making it easy to manage the status and payment for each one individually.
What does "Partially Paid" mean for a booking?
This indicates that payment has been collected for some, but not all, of the items within that booking. For example, a deposit may have been paid on a multi-item order.
How do I edit a booking from this list?
Click the View or Edit icon in the Actions column for any row belonging to the booking you wish to change. This will open the full booking editor.
How are cancellations and schedule changes shown?
Canceled items will show a status of Canceled and will remain visible when viewing the "All" filter. If a booking is rescheduled, the Start Time and End Time for the affected items will be updated.
Note: Rental invoices are not sent to customers automatically when a booking is created. Please disregard any information within the contacts or conversations areas of your CRM that suggests otherwise.