Learn how to create admin bookings in GHL Customer Care Rentals—entry paths, form details, deposits, statuses, timezone behavior, and what to do after saving.
5 min read1,108 words15 explained imagesUpdated Wed, 5 Aug at 9:21 AM
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This article explains how to manually create a booking in Rentals. It walks through every field in the Create Booking form, how to add listings, customers, and payments, and highlights all special cases where in-app bookings override normal business or listing rules.
The Create Booking flow allows admins to manually create bookings for customers directly from the Appointments or Calendar view. Admin-created bookings provide complete flexibility — enabling bookings outside configured business or listing constraints.
This means you can:
Create bookings outside business operating hours.
Set any start and end time, even if the time selector is disabled.
Create bookings for any duration, regardless of fixed durations defined on listings.
Bypass minimum and maximum booking durations, minimum scheduling notice, and maximum advance window.
Still respect pre-buffer and post-buffer time slots when checking availability.
Example: If a listing’s default rental time is 9 AM–11 PM and the time selector is disabled, you can still create a booking from 7 AM–1 PM. Similarly, if fixed durations are 4 hours or 1 day, you can still book it for 2 hours or 2 days manually.
This gives admins flexibility for exceptions while maintaining operational safety.
Key Benefits of Creating a Booking
Speed to Schedule: Create directly from Appointments or Calendar to handle requests quickly.
Flexible: Admins can set custom start/end even when listings use fixed durations or disabled time selectors.
Protection Against Conflicts: Buffers and inventory are always enforced to prevent overbooking.
Accurate Pricing & Deposits: Payment Summary reflects configured pricing rules and any security deposit so totals are clear before saving.
Multi‑Listing Support: Add multiple listings—each with its own times and quantities—in a single booking to streamline complex orders.
Immediate Team Visibility: Saved bookings appear right away in Appointments and Calendar for operational coordination.
How to Create a New Booking?
There are two ways to create a booking:
Option 1 — From the Appointments View
Navigate to Calendars → Appointment List View.
Step 1 of 4: Navigate to Calendars → Appointment List ViewWhat this shows Step 1 of 4: Navigate to Calendars → Appointment List View.What this showsShows where to go for step 1 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking".This screenshot accompanies step 1 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking". At this point in the walkthrough you navigate to Calendars → Appointment List View. The next step is to select Rentals from the dropdown.Step 1 of 4Image 1 of 15Where to goNavigate to Calendars → Appointment List View.
Buttons and menus referencedCalendars → Appointment List View.Rentals+ Create BookingNew Booking
Next stepSelect Rentals from the dropdown.All 4 steps in this procedure
Navigate to Calendars → Appointment List View. this image
Select Rentals from the dropdown.
Click + Create Booking in the top-right corner.
The New Booking screen will open.
Select Rentals from the dropdown.
Step 2 of 4: Select Rentals from the dropdownWhat this shows Step 2 of 4: Select Rentals from the dropdown.What this showsShows what to choose for step 2 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking".This screenshot accompanies step 2 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking". At this point in the walkthrough you select Rentals from the dropdown. For context, this section explains: Navigate to Calendars → Appointment List View. Select Rentals from the dropdown. Click + Create Booking in the top-right corner. The New Booking screen will open. The next step is to click + Create Booking in the top-right corner.Step 2 of 4Image 2 of 15What to chooseSelect Rentals from the dropdown.
Buttons and menus referencedRentalsCalendars → Appointment List View.+ Create BookingNew Booking
Next stepClick + Create Booking in the top-right corner.All 4 steps in this procedure
Navigate to Calendars → Appointment List View.
Select Rentals from the dropdown. this image
Click + Create Booking in the top-right corner.
The New Booking screen will open.
Click + Create Booking in the top-right corner.
Step 3 of 4: Click + Create Booking in the top-right cornerWhat this shows Step 3 of 4: Click + Create Booking in the top-right corner.What this showsShows what to click for step 3 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking".This screenshot accompanies step 3 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking". At this point in the walkthrough you click + Create Booking in the top-right corner. The next step is to the New Booking screen will open.Step 3 of 4Image 3 of 15What to clickClick + Create Booking in the top-right corner.
Buttons and menus referenced+ Create BookingCalendars → Appointment List View.RentalsNew Booking
Next stepThe New Booking screen will open.All 4 steps in this procedure
Navigate to Calendars → Appointment List View.
Select Rentals from the dropdown.
Click + Create Booking in the top-right corner. this image
The New Booking screen will open.
The New Booking screen will open.
Step 4 of 4: The New Booking screen will openWhat this shows Step 4 of 4: The New Booking screen will open.What this showsShows what this covers for step 4 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking".This screenshot accompanies step 4 of 4 in the "Option 1 — From the Appointments View" section of "Rentals - Creating a Booking". At this point in the walkthrough you the New Booking screen will open. For context, this section explains: Navigate to Calendars → Appointment List View. Select Rentals from the dropdown. Click + Create Booking in the top-right corner. The New Booking screen will open.Step 4 of 4Image 4 of 15What this coversThe New Booking screen will open.
Buttons and menus referencedNew BookingCalendars → Appointment List View.Rentals+ Create Booking
All 4 steps in this procedure
Navigate to Calendars → Appointment List View.
Select Rentals from the dropdown.
Click + Create Booking in the top-right corner.
The New Booking screen will open. this image
Option 2 — From the Calendar View
Go to Calendars → Calendar View.
Step 1 of 4: Go to Calendars → Calendar ViewWhat this shows Step 1 of 4: Go to Calendars → Calendar View.What this showsShows where to go for step 1 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking".This screenshot accompanies step 1 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking". At this point in the walkthrough you go to Calendars → Calendar View. For context, this section explains: Go to Calendars → Calendar View. Select Rentals from the dropdown. Click + New in the top-right corner of the calendar. The New Booking screen will appear. The next step is to select Rentals from the dropdown.Step 1 of 4Image 5 of 15Where to goGo to Calendars → Calendar View.
Buttons and menus referencedCalendars → Calendar View.Rentals+ NewNew Booking
Next stepSelect Rentals from the dropdown.All 4 steps in this procedure
Go to Calendars → Calendar View. this image
Select Rentals from the dropdown.
Click + New in the top-right corner of the calendar.
The New Booking screen will appear.
Select Rentals from the dropdown.
Step 2 of 4: Select Rentals from the dropdownWhat this shows Step 2 of 4: Select Rentals from the dropdown.What this showsShows what to choose for step 2 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking".This screenshot accompanies step 2 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking". At this point in the walkthrough you select Rentals from the dropdown. For context, this section explains: Go to Calendars → Calendar View. Select Rentals from the dropdown. Click + New in the top-right corner of the calendar. The New Booking screen will appear. The next step is to click + New in the top-right corner of the calendar.Step 2 of 4Image 6 of 15What to chooseSelect Rentals from the dropdown.
Buttons and menus referencedRentalsCalendars → Calendar View.+ NewNew Booking
Next stepClick + New in the top-right corner of the calendar.All 4 steps in this procedure
Go to Calendars → Calendar View.
Select Rentals from the dropdown. this image
Click + New in the top-right corner of the calendar.
The New Booking screen will appear.
Click + New in the top-right corner of the calendar.
Step 3 of 4: Click + New in the top-right corner of the calendarWhat this shows Step 3 of 4: Click + New in the top-right corner of the calendar.What this showsShows what to click for step 3 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking".This screenshot accompanies step 3 of 4 in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking". At this point in the walkthrough you click + New in the top-right corner of the calendar. The next step is to the New Booking screen will appear.Step 3 of 4Image 7 of 15What to clickClick + New in the top-right corner of the calendar.
Buttons and menus referenced+ NewCalendars → Calendar View.RentalsNew Booking
Next stepThe New Booking screen will appear.All 4 steps in this procedure
Go to Calendars → Calendar View.
Select Rentals from the dropdown.
Click + New in the top-right corner of the calendar. this image
The New Booking screen will appear.
The New Booking screen will appear.
Option 2 — From the Calendar View (image 8 of 15)What this shows Go to Calendars → Calendar View.What this showsIllustrates the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking".This screenshot appears in the "Option 2 — From the Calendar View" section of "Rentals - Creating a Booking". The text alongside this image reads: Go to Calendars → Calendar View. Select Rentals from the dropdown. Click + New in the top-right corner of the calendar. The New Booking screen will appear. Immediately after, the guide continues: The booking form includes the following sections.Image 8 of 15Where to goGo to Calendars → Calendar View. Select Rentals from the dropdown. Click + New in the top-right corner of the calendar. The New Booking screen will appear.
Buttons and menus referencedCalendars → Calendar View.Rentals+ NewNew Booking
Next stepThe booking form includes the following sections:All 4 steps in this procedure
Go to Calendars → Calendar View.
Select Rentals from the dropdown.
Click + New in the top-right corner of the calendar.
The New Booking screen will appear.
Sections of the Create Booking Form
The booking form includes the following sections:
Customer Details
Listings
Internal Note
Payment Summary
Set Booking Status
Each section is detailed below.
Tip: If you need to take a listing off the calendar (for example, maintenance or internal use), create a Blocked slot event. Blocked slots reduce availability like a booking, but they are not tied to a customer booking or order.
Learn more: Blocked Slots for Rental Listings
Customer Details
Enter or select the customer making the booking.
Fields:
Select Contact – Search existing contacts or create a new one
If no record exists, click Add New Contact to create one instantly.
Phone & Email– Automatically fetched from the selected contact.
Tip: Always confirm contact details to ensure reminders and payment confirmations reach the right person.
Customer Details (image 9 of 15)What this shows Tip: Always confirm contact details to ensure reminders and payment confirmations reach the right person.What this showsIllustrates the "Customer Details" section of "Rentals - Creating a Booking".This screenshot appears in the "Customer Details" section of "Rentals - Creating a Booking". The text alongside this image reads: Tip: Always confirm contact details to ensure reminders and payment confirmations reach the right person. Immediately after, the guide continues: This is where you select the listing(s) being booked.Image 9 of 15How to confirmTip: Always confirm contact details to ensure reminders and payment confirmations reach the right person.
Buttons and menus referencedAdd New Contact
Next stepThis is where you select the listing(s) being booked.All 2 steps in this procedure
Select Contact – Search existing contacts or create a new one
Phone & Email– Automatically fetched from the selected contact.
Listings Section
This is where you select the listing(s) being booked.
Steps to Add a Listing:
Choose the Listing Name from the dropdown.
Select a Variant (if applicable).
Enter the Quantity – The number of units being booked.
Define Start and End Date/Time.
The time picker appears even if the listing’s time selector is disabled.
You can choose custom times and durations beyond fixed durations or rental hours.
While updating or adding new listings to the booking, inventory must be available for the time duration for it to be selectable.
The Duration auto-calculates based on your selection but can be manually adjusted.
The Listing Total updates automatically with pricing rules and discounts.
The Security Deposit updates automatically if applicable.
Important: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing reservations aren’t overlapped.
Steps to Add a Listing: (image 10 of 15)What this shows Important: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing…What this showsIllustrates the "Steps to Add a Listing:" section of "Rentals - Creating a Booking".This screenshot appears in the "Steps to Add a Listing:" section of "Rentals - Creating a Booking". The text alongside this image reads: Important: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing reservations aren’t overlapped. Immediately after, the guide continues: Click + Add Listing again to include multiple items in a single booking. Each listing can have unique start/end times and quantities. The combined total updates in the final Payment Summary.Image 10 of 15What this coversImportant: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing reservations aren’t overlapped.
Buttons and menus referencedListing NameVariantQuantityStart and End Date/Time.Listing TotalSecurity Depositrespect buffer times
Next stepClick + Add Listing again to include multiple items in a single booking. Each listing can have unique start/end times and quantities. The combined total updates in the final Payment Summary.All 6 steps in this procedure
Choose the Listing Name from the dropdown.
Select a Variant (if applicable).
Enter the Quantity – The number of units being booked.
Define Start and End Date/Time.
The Listing Total updates automatically with pricing rules and discounts.
The Security Deposit updates automatically if applicable.
Adding Multiple Listings:
Click + Add Listing again to include multiple items in a single booking.
Each listing can have unique start/end times and quantities.
The combined total updates in the final Payment Summary.
Adding Multiple Listings: (image 11 of 15)What this shows Click + Add Listing again to include multiple items in a single booking.What this showsIllustrates the "Adding Multiple Listings:" section of "Rentals - Creating a Booking".This screenshot appears in the "Adding Multiple Listings:" section of "Rentals - Creating a Booking". The text alongside this image reads: Click + Add Listing again to include multiple items in a single booking. Each listing can have unique start/end times and quantities. The combined total updates in the final Payment Summary. Immediately after, the guide continues: Use this section to add contextual notes or record operational details.Image 11 of 15What to clickClick + Add Listing again to include multiple items in a single booking. Each listing can have unique start/end times and quantities. The combined total updates in the final Payment Summary.
Buttons and menus referenced+ Add ListingPayment Summary
Next stepUse this section to add contextual notes or record operational details.All 3 steps in this procedure
Click + Add Listing again to include multiple items in a single booking.
Each listing can have unique start/end times and quantities.
The combined total updates in the final Payment Summary.
Internal Notes
Use this section to add contextual notes or record operational details.
Add Internal Note: Add instructions, customer requests, or internal reminders.
Internal Notes (image 12 of 15)What this shows Add Internal Note: Add instructions, customer requests, or internal reminders.What this showsIllustrates the "Internal Notes" section of "Rentals - Creating a Booking".This screenshot appears in the "Internal Notes" section of "Rentals - Creating a Booking". The text alongside this image reads: Add Internal Note: Add instructions, customer requests, or internal reminders. Immediately after, the guide continues: The payment summary consolidates all costs in the booking.Image 12 of 15What this coversAdd Internal Note: Add instructions, customer requests, or internal reminders.Next stepThe payment summary consolidates all costs in the booking.
Payment Summary
The payment summary consolidates all costs in the booking.
Displayed Fields:
Rental Subtotal – The combined value of all listings.
Security Deposit– Total security deposit applicable for the booking. This can be a part of the total amount to be collected upfront or an intimation of what can be charged incase of damages/violation of terms later (incase security deposit mode is set to card on file).
Total Amount - Final amount to be collected including any security deposit(s) and other charges as applicable.
Due Today – Remaining amount to be collected.
Note: Incase security deposit is set to Card on File, the Total Amount in the payment summary excludes the amount for Security Deposit, however; it can be collected later and is not considered as an amount due until charged explicitly.
Payment Summary (image 13 of 15)What this shows Note: Incase security deposit is set to Card on File, the Total Amount in the payment summary excludes the amount for Security Deposit…What this showsIllustrates the "Payment Summary" section of "Rentals - Creating a Booking".This screenshot appears in the "Payment Summary" section of "Rentals - Creating a Booking". The text alongside this image reads: Note: Incase security deposit is set to Card on File, the Total Amount in the payment summary excludes the amount for Security Deposit, however; it can be collected later and is not considered as an amount due until charged explicitly. Immediately after, the guide continues: Before saving, you can choose the initial status for the booking.Image 13 of 15What this coversNote: Incase security deposit is set to Card on File, the Total Amount in the payment summary excludes the amount for Security Deposit, however; it can be collected later and is not considered as an amount due until charged explicitly.Next stepBefore saving, you can choose the initial status for the booking:
Set Booking Status
Before saving, you can choose the initial status for the booking:
Unconfirmed – The booking is recorded but not yet confirmed; useful for tentative rentals.
Booked – The booking is confirmed immediately
This flexibility helps admins manage provisional holds or manually confirmed bookings.
Set Booking Status (image 14 of 15)What this shows This flexibility helps admins manage provisional holds or manually confirmed bookings.What this showsIllustrates the "Set Booking Status" section of "Rentals - Creating a Booking".This screenshot appears in the "Set Booking Status" section of "Rentals - Creating a Booking". The text alongside this image reads: This flexibility helps admins manage provisional holds or manually confirmed bookings. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Review customer and listing details. Click Confirm booking. The booking appears in the Appointments List View.Image 14 of 15What this coversThis flexibility helps admins manage provisional holds or manually confirmed bookings.
Fields in this part of the guideBooked – The booking is confirmed immediately
Buttons and menus referencedinitial statusUnconfirmedBooked
Next stepReview customer and listing details. Click Confirm booking. The booking appears in the Appointments List ViewAll 2 steps in this procedure
Unconfirmed – The booking is recorded but not yet confirmed; useful for tentative rentals.
Booked – The booking is confirmed immediately
Save and Confirm
Once all fields are complete:
Review customer and listing details.
Click Confirm booking.
The booking appears in the Appointments List View
Save and Confirm (image 15 of 15)What this shows Review customer and listing details.What this showsIllustrates the "Save and Confirm" section of "Rentals - Creating a Booking".This screenshot appears in the "Save and Confirm" section of "Rentals - Creating a Booking". The text alongside this image reads: Review customer and listing details. Click Confirm booking. The booking appears in the Appointments List View. This part of the guide covers 1 field, listed below. Immediately after, the guide continues: Q: Can I create a booking without taking payment right now? Yes. Save without payment, then open Edit Booking later to collect full balance or deposit.Image 15 of 15How to confirmReview customer and listing details. Click Confirm booking. The booking appears in the Appointments List View
Fields in this part of the guideThe booking appears in the Appointments List View
Buttons and menus referencedConfirm booking.Appointments List View
Next stepQ: Can I create a booking without taking payment right now? Yes. Save without payment, then open Edit Booking later to collect full balance or deposit.All 3 steps in this procedure
Review customer and listing details.
Click Confirm booking.
The booking appears in the Appointments List View
Frequently Asked Questions
Q: Can I create a booking without taking payment right now? Yes. Save without payment, then open Edit Booking later to collect full balance or deposit.
Q: Why isn’t the deposit appearing in Payment Summary? Check Global Settings to ensure deposits are enabled and that the variant’s deposit isn’t set to $0.
Q: What happens if my time overlaps a buffer or inventory isn’t available? You’ll see an error or disabled save. Adjust times to respect buffers or reduce booking to available inventory.
Q: How are multi‑listing bookings priced and shown? Each listing becomes a separate row with its own pricing and payment state; the booking may show Partially Paid until all rows are paid.
There are two ways to create a booking: Option 1 — From the Appointments View Navigate to Calendars → Appointment List View. Select Rentals from the dropdown. Click + Create Booking in the top-right corner. The New Booking screen will open. Option 2 — From the Calendar View Go to Calendars → Calendar View. Select Rentals from the dropdown. Click + New in the top-right corner of the calendar. The New Booking screen will appear.
