# Rentals - Creating a Booking

> 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.

- Source: https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-creating-a-booking
- Section: Calendars & Appointments / Rentals
- Reading time: 5 min
- Images: 15, each explained below
- Modified on Wed, 5 Aug at 9:21 AM

---
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.

---

**TABLE OF CONTENTS**

-   [Overview of Creating a Booking](#overview-of-creating-a-booking)
    -   [Key Benefits of Creating a Booking](#key-benefits-of-creating-a-booking)
    -   [How to Create a New Booking?](#how-to-create-a-new-booking)
    -   [Sections of the Create Booking Form](#sections-of-the-create-booking-form)
    -   [Customer Information](#customer-details)
    -   [Listings Section](#listings-section)
    -   [Payment Summary](#payment-summary)
    -   [Internal Notes](#Internal-Notes)
    -   [Set Booking Status](#set-booking-status)
    -   [Save and Confirm](#save-and-confirm)
    -   [Frequently Asked Questions](#frequently-asked-questions)
    -   [Related Articles](#related-articles)

---

# **Overview of Creating a Booking**

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

1.  Navigate to **Calendars → Appointment List View.**
    
    
![Step 1 of 4: Navigate to Calendars → Appointment List View](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085149/original/4bLTb3YHmBvjeqW5xb6oih8zlGvptFPj-w.png)

**Step 1 of 4: Navigate to Calendars → Appointment List View**

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.
- Where to go: Navigate to Calendars → Appointment List View.
- Controls: Calendars → Appointment List View., Rentals, + Create Booking, New Booking
- Next: Select Rentals from the dropdown.

Full procedure:

1. Navigate to Calendars → Appointment List View.  <- this image
2. Select Rentals from the dropdown.
3. Click + Create Booking in the top-right corner.
4. The New Booking screen will open.

    
2.  Select **Rentals** from the dropdown.
    
    
![Step 2 of 4: Select Rentals from the dropdown](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085292/original/xdUwSSIV-FarQ9fWtUe6ZCrWdlRQEl198g.png)

**Step 2 of 4: Select Rentals from the dropdown**

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.
- What to choose: Select Rentals from the dropdown.
- Controls: Rentals, Calendars → Appointment List View., + Create Booking, New Booking
- Next: Click + Create Booking in the top-right corner.

Full procedure:

1. Navigate to Calendars → Appointment List View.
2. Select Rentals from the dropdown.  <- this image
3. Click + Create Booking in the top-right corner.
4. The New Booking screen will open.

    
3.  Click **\+ Create Booking** in the top-right corner.
    
    
![Step 3 of 4: Click + Create Booking in the top-right corner](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085310/original/JCjR-lHj0v2qUIiuizYl6R13_0K62lIh_Q.png)

**Step 3 of 4: Click + Create Booking in the top-right corner**

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.
- What to click: Click + Create Booking in the top-right corner.
- Controls: + Create Booking, Calendars → Appointment List View., Rentals, New Booking
- Next: The New Booking screen will open.

Full procedure:

1. Navigate to Calendars → Appointment List View.
2. Select Rentals from the dropdown.
3. Click + Create Booking in the top-right corner.  <- this image
4. The New Booking screen will open.

    
4.  The **New Booking** screen will open.
    
    
![Step 4 of 4: The New Booking screen will open](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085337/original/nj9mza7y86UDXY-Ur3Ng56AZGI87FI-gTA.png)

**Step 4 of 4: The New Booking screen will open**

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.
- What this covers: The New Booking screen will open.
- Controls: New Booking, Calendars → Appointment List View., Rentals, + Create Booking

Full procedure:

1. Navigate to Calendars → Appointment List View.
2. Select Rentals from the dropdown.
3. Click + Create Booking in the top-right corner.
4. The New Booking screen will open.  <- this image

    

#### Option 2 — From the Calendar View

1.  Go to **Calendars → Calendar View.**
    
    
![Step 1 of 4: Go to Calendars → Calendar View](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085396/original/f-uOY9nRsqc4Q38Xds8ovbbyt8NC4MQRfw.png)

**Step 1 of 4: Go to Calendars → Calendar View**

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.
- Where to go: Go to Calendars → Calendar View.
- Controls: Calendars → Calendar View., Rentals, + New, New Booking
- Next: Select Rentals from the dropdown.

Full procedure:

1. Go to Calendars → Calendar View.  <- this image
2. Select Rentals from the dropdown.
3. Click + New in the top-right corner of the calendar.
4. The New Booking screen will appear.

    
2.  Select **Rentals** from the dropdown.
    
    
![Step 2 of 4: Select Rentals from the dropdown](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085416/original/scWjmoBWV-3j1_kxeCepAhiMOl1CTPxLlQ.png)

**Step 2 of 4: Select Rentals from the dropdown**

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.
- What to choose: Select Rentals from the dropdown.
- Controls: Rentals, Calendars → Calendar View., + New, New Booking
- Next: Click + New in the top-right corner of the calendar.

Full procedure:

1. Go to Calendars → Calendar View.
2. Select Rentals from the dropdown.  <- this image
3. Click + New in the top-right corner of the calendar.
4. The New Booking screen will appear.

    
3.  Click **\+ New** in the top-right corner of the calendar.
    
    
![Step 3 of 4: Click + New in the top-right corner of the calendar](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155056085439/original/n1Apfyu1W84tELBsIFO1CtphQ4AzBTbqmg.png)

**Step 3 of 4: Click + New in the top-right corner of the calendar**

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.
- What to click: Click + New in the top-right corner of the calendar.
- Controls: + New, Calendars → Calendar View., Rentals, New Booking
- Next: The New Booking screen will appear.

Full procedure:

1. Go to Calendars → Calendar View.
2. Select Rentals from the dropdown.
3. Click + New in the top-right corner of the calendar.  <- this image
4. The New Booking screen will appear.

    
4.  The **New Booking** screen will appear.
    

![Option 2 — From the Calendar View (image 8 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073942646/original/k-EdupEP0CmzS8DW0JUMq8ktafO1qtKQdg.png)

**Option 2 — From the Calendar View (image 8 of 15)**

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.
- Where to go: 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.
- Controls: Calendars → Calendar View., Rentals, + New, New Booking
- Next: The booking form includes the following sections:

Full procedure:

1. Go to Calendars → Calendar View.
2. Select Rentals from the dropdown.
3. Click + New in the top-right corner of the calendar.
4. The New Booking screen will appear.

---

## **Sections of the Create Booking Form**

The booking form includes the following sections:

1.  **Customer Details**
    
2.  **Listings**
    
3.  ****Internal Note****
    
4.  **Payment Summary**
    
5.  **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](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-blocked-slots-for-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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073942731/original/4r4ABPKySmFQsg5VK4W7I0lvBOItfrgd2g.png)

**Customer Details (image 9 of 15)**

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.
- How to confirm: Tip: Always confirm contact details to ensure reminders and payment confirmations reach the right person.
- Controls: Add New Contact
- Next: This is where you select the listing(s) being booked.

Full procedure:

1. Select Contact – Search existing contacts or create a new one
2. 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:**

1.  Choose the **Listing Name** from the dropdown.
    
2.  Select a **Variant** (if applicable).
    
3.  Enter the **Quantity** – The number of units being booked.
    
4.  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.
5.  The **Listing Total** updates automatically with pricing rules and discounts.
    
6.  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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073942762/original/AuMiab5MV9p8JV8nLUWmxRdMnF-OZ_DK6w.png)

**Steps to Add a Listing: (image 10 of 15)**

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.
- What this covers: Important: Manual bookings ignore minimum/maximum durations, scheduling notice, and booking windows, but respect buffer times so existing reservations aren’t overlapped.
- Controls: Listing Name, Variant, Quantity, Start and End Date/Time., Listing Total, Security Deposit, respect buffer times
- Next: 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.

Full procedure:

1. Choose the Listing Name from the dropdown.
2. Select a Variant (if applicable).
3. Enter the Quantity – The number of units being booked.
4. Define Start and End Date/Time.
5. The Listing Total updates automatically with pricing rules and discounts.
6. 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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073942878/original/ag7-HYgle831dtBNopcsq4e85IWt-VOiTA.png)

**Adding Multiple Listings: (image 11 of 15)**

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.
- What to click: 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.
- Controls: + Add Listing, Payment Summary
- Next: Use this section to add contextual notes or record operational details.

Full procedure:

1. Click + Add Listing again to include multiple items in a single booking.
2. Each listing can have unique start/end times and quantities.
3. 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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073943013/original/xiIgpq4A-w2bz5ga62tkUeyn74TyRpiaqA.png)

**Internal Notes (image 12 of 15)**

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.
- What this covers: Add Internal Note: Add instructions, customer requests, or internal reminders.
- Next: The 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).
    
-   **To****tal 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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073943115/original/sJfWec09Zzr0yrj2GHDcuV1hRGxXxie0Aw.png)

**Payment Summary (image 13 of 15)**

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.
- What this covers: 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.
- Next: Before 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)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073943160/original/X7W15OwY6vhEaIOTW6vdSNFVddPSKCPSqw.png)

**Set Booking Status (image 14 of 15)**

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.
- What this covers: This flexibility helps admins manage provisional holds or manually confirmed bookings.
- Fields: Booked – The booking is confirmed immediately
- Controls: initial status, Unconfirmed, Booked
- Next: Review customer and listing details. Click Confirm booking. The booking appears in the Appointments List View

Full procedure:

1. Unconfirmed – The booking is recorded but not yet confirmed; useful for tentative rentals.
2. Booked – The booking is confirmed immediately

---

## **Save and Confirm**

Once all fields are complete:

1.  Review customer and listing details.
    
2.  Click **Confirm booking.**
    
3.  The booking appears in the **Appointments List View**
    

![Save and Confirm (image 15 of 15)](https://s3.amazonaws.com/cdn.freshdesk.com/data/helpdesk/attachments/production/155073943169/original/JrsRSx6pRMidxE3jt7WOe4FHTapA3f1SSQ.png)

**Save and Confirm (image 15 of 15)**

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.
- How to confirm: Review customer and listing details. Click Confirm booking. The booking appears in the Appointments List View
- Fields: The booking appears in the Appointments List View
- Controls: Confirm booking., Appointments List View
- Next: 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.

Full procedure:

1. Review customer and listing details.
2. Click Confirm booking.
3. 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.

---

## **Related Articles**

-   [Understanding Listings & Categories](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-listings-categories)
-   [Create & Edit Listings](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-create-edit-listings)
-   [Configuring Pricing & Discounts](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-configuring-pricing-discounts)
-   [Global Settings in Rentals](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-global-settings)
-   [Calendar View for Rentals](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-calendar-view)
-   [Overview of Bookings](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-overview-of-bookings)
-   [Editing a Rental Booking](https://docs.ghlcustomercare.com/docs/calendars-and-appointments/rentals/rentals-editing-a-booking)

---

Documentation for GHL Customer Care. Support: support@ghlcustomercare.com