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 date and time and an end date and time. Use this for non-standard scheduling, overnight bookings (e.g. 7 PM to 2 AM), multi-day rentals, or when you need to override normal availability. The end date defaults to the start date -- change it for bookings that end on a later day. |
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 |
|---|---|
| Subtotal | The pre-tax price for the whole booking, including any selected equipment and add-ons. It is pre-filled with the calculated subtotal. It cannot go below what the selected equipment and add-ons come to; enter less and it is raised to that amount (use Override on the balance to book a lower total). |
| Apply Taxes & Fees | Toggle whether the system should add configured taxes and fees on top of the subtotal. |
| Balance | The final total the booking is worth, taxes and fees included. It is calculated for you: whenever you change the subtotal, taxes and fees are recalculated against it and the balance updates. Turn on Override to book a different total, for example 0 for a comped booking. |
The What will be booked panel shows the exact subtotal, taxes and fees, and total before you save. If you override the balance and it differs from the computed total, the difference is recorded on the booking as a line item: a Complimentary Write-Off when the balance is lower (a comped or discounted booking), or a Price Adjustment when it's higher. The panel previews that line item. This keeps the booking's line items, grand total, and balance consistent, and the line item explains the gap on receipts and reports.
Customer has already paid
If the customer has already handed over cash or sent a transfer, tick Customer has already paid on the Pricing step (it works with both pricing modes) and enter the amount, the payment type (Cash, Transfer, or Other), and an optional reference. The booking is created with its full total and the amount is recorded as a payment on it, exactly as if you had used Add Payment on the booking page afterwards: the payment shows in the booking's payment history and the balance shows what is still owed. The panel previews Total / Paid / Owed before you save.
Use this instead of lowering the balance. Lowering the balance tells the system the booking is worth less (it records a Complimentary Write-Off), which understates revenue and leaves no record of the money you received. For that reason the two can't be combined on one booking: keep the computed balance and record the payment, or lower the balance without one. Card payments are not taken here; collect them from the booking page.
Activity Vouchers
For a scheduled equipment rental, the Pricing step also has an Activity Vouchers section. Enter the customer's voucher code and click Apply voucher; repeat for each code. Each applied voucher lists the rentals and included add-ons it covers, and the total becomes Due after vouchers. Extra rentals and add-ons that the vouchers do not include stay payable with their taxes and fees.
While vouchers are applied the booking uses calculated pricing with taxes and fees, is created as Confirmed, and cannot use custom pricing or auto-expire. Customer has already paid still works, limited to the amount due after vouchers. If you change the activity, date, duration or equipment afterwards, return to this step so coverage is rechecked. See Redeem an Activity Voucher.
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. |
When vouchers are applied, the summary adds a Voucher redemption section with the booking total, prepaid vouchers, any payment to record and the remaining balance. If the booking details changed since the vouchers were checked, go back to Pricing first.
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.