Create a Booking
How to manually create a booking from the Resytech dashboard using the six-step booking wizard.
Create a booking from the dashboard whenever you need to add a reservation on behalf of a customer -- phone orders, walk-ins, group bookings, or any situation where the customer is not completing the checkout themselves.
Before you begin
- You need at least one active activity with equipment assigned.
- Have the customer's name and email (or phone) ready.
Steps
- In the sidebar, click Bookings.
- Click the New Booking button to open the booking wizard.
The wizard walks you through six steps:
Step 1: Activity
Select the activity for this booking. Only active activities assigned to your current location are shown.
Step 2: Equipment
Choose the equipment the customer is renting. The list shows equipment assigned to the selected activity. Select quantities for each equipment type and optionally add add-ons.
Step 3: Scheduling
Choose how to schedule the booking:
| Option | Description |
|---|---|
| Schedule | Select from available time slots generated by the activity's scheduling configuration. Pick a date, then a duration, then an available time slot. The system checks real-time availability and prevents overbooking. |
| Custom | Manually enter a start time, end time, and date. Use this for non-standard scheduling or when you need to override normal availability. |
Step 4: Pricing
Configure how the booking is priced:
| Pricing Mode | Description |
|---|---|
| Calculated (default) | The system calculates the price based on the activity's pricing rules, selected equipment, add-ons, duration, and any applicable modifiers. Taxes and fees are applied automatically. |
| Custom | Override the base price, balance, and whether to apply taxes and fees. Use this for special arrangements, group discounts, or comped bookings. |
When using custom pricing:
| Field | Description |
|---|---|
| Base Price | The pre-tax price for the booking. |
| Balance | The amount the customer owes. Set to 0 for fully paid or comped bookings. |
| Apply Taxes & Fees | Toggle whether the system should add configured taxes and fees on top of the base price. |
Step 5: Customer
Enter the customer's contact information:
| Field | Required | Description |
|---|---|---|
| Name | Yes | The customer's full name. |
| Yes | Used for confirmation emails, invoices, and communications. | |
| Phone | No | Phone number with country code selector. |
Step 6: Status & Summary
Review the booking summary and choose the initial configuration:
| Field | Description |
|---|---|
| Booking Status | The starting status: Confirmed, Pending, or Draft. Defaults to Confirmed. |
| Notify Customer | Whether to send a confirmation email when the booking is created. Enabled by default. |
| Source | Defaults to admin. You can change this to track where the booking originated (e.g., phone, walk-in, partner). |
| External ID | An optional reference to an external system (e.g., a POS transaction ID or third-party booking reference). |
| Auto-Expire | For Pending bookings, configure automatic expiration. Set a time value and choose whether the booking should move to Canceled or Draft when it expires. Optionally notify the customer before expiration. |
Click Create Booking to finalize. If Notify Customer is enabled, the customer receives a confirmation email immediately.
What happens next
- The booking appears on the calendar view for the selected date.
- Line items are generated automatically based on the pricing calculation (equipment charges, duration charges, time slot fees, taxes, etc.).
- You are redirected to the booking detail page where you can manage notes, invoices, rescheduling, and more.
- If auto-expire is configured, a background job is scheduled to change the booking status at the specified time.
Tips
- Custom scheduling bypasses availability checks. If you use the Custom scheduling type, the system does not validate against existing bookings. Use this with caution.
- The source field helps with reporting. Setting distinct sources like
phone,walk-in, orpartnerlets you track which channels generate the most bookings. - Pending with auto-expire is ideal for holds. Create a Pending booking with a 30-minute auto-expire to hold a slot while the customer decides, then confirm or let it expire automatically.
- You can change the status later. If you create a booking as Draft, you can move it to Pending or Confirmed at any time from the booking status management page.