Creating Manual Bookings
When to Use Manual Bookings
Create manual bookings for customers who:
Walk into your facility
Call to reserve a unit
Prefer to pay by cash or check
Need assistance with the booking process
Don't have internet access
Note: Most customers book automatically through your storefront - manual bookings are the exception.
Prerequisites
Before creating a booking:
✅ Customer contact exists in system (see Creating Contacts)
✅ Units are available
✅ Pricing is configured
✅ Payment method determined
Step-by-Step Process
Step 1: Start Manual Booking
From your facility dashboard:
Go to Bookings
Click Create Manual Booking
Step 2: Select Customer
For Existing Customers:
Search by name, phone, or email
Select customer from results
Verify it's the correct person
For New Customers:
Click Create New Contact first
Enter customer information
Return to manual booking
Step 3: Choose Unit
Select Unit Type
Choose from dropdown (Small, Medium, Large, etc.)
View available units for that type
Check pricing displays correctly
Pick Specific Unit
Select from available units
Note unit location/number for customer
Verify access code if applicable
Step 4: Set Booking Details
Move-in Date
Default is today
Can schedule future date
Format: YYYY-MM-DD
Billing Cycle
Monthly (most common)
Confirm with customer
Security Deposit
Usually equals one month's rent
Collect with first payment
Note if waived or modified
Step 5: Payment Information
Payment Method Options:Credit Card (Recommended)
Enter card details directly
Saves for automatic billing
Processes immediately
Cash
Record payment received
Generate manual receipt
Note in customer account
Check
Record check number
Wait for clearance
Update when deposited
Step 6: Review and Complete
Final Review Checklist:
[ ] Customer information correct
[ ] Unit selection confirmed
[ ] Move-in date accurate
[ ] Payment method set
[ ] Pricing looks right
Complete Booking:
Click Create Booking
Booking confirmation appears
Customer receives email automatically
After Booking Creation
Immediate Actions
Provide unit number and location
Share access code or key
Explain facility rules
Give receipt if requested
Automatic Processes
System automatically:
Sends confirmation email
Sets up recurring billing
Updates unit to "Occupied"
Creates lease agreement
Handling Special Situations
Future Move-ins
For bookings starting later:
Set future move-in date
Unit stays "Reserved" until move-in
Billing starts on move-in date
Send reminder before move-in
Promotional Rates
If offering discounts:
Apply promotion during booking
Verify discount appears
Explain promotion terms
Note expiration date
Multiple Units
For customers needing multiple units:
Create separate booking for each
Link to same customer account
Billing combines on one invoice
Provide all unit numbers
Common Issues
No Units Available
Problem: Desired unit type is full Solutions:
Offer alternative size
Add to waiting list
Check upcoming move-outs
Suggest nearby facility
Payment Processing Failed
Problem: Card declined or issue with payment Solutions:
Try different payment method
Process manually later
Set up cash payment plan
Verify card information
Customer Can't Receive Emails
Problem: No email or emails blocked Solutions:
Print confirmation instead
Use SMS if available
Provide written receipt
Note in customer account
Best Practices
Customer Service
Explain all fees clearly
Review lease terms
Provide facility tour
Answer questions patiently
Documentation
Note special requests
Document payment arrangements
Record customer preferences
Keep interaction history
Efficiency Tips
Pre-fill common information
Use templates for standard bookings
Keep unit list updated
Train staff on process
Quick Reference
Required Fields
Customer (existing or new)
Unit type and specific unit
Move-in date
Payment method
Optional Fields
Promotional codes
Special instructions
Additional services
Custom pricing
Troubleshooting Checklist
If booking won't complete:
[ ] Customer contact exists
[ ] Unit is available
[ ] Payment method valid
[ ] All required fields filled
[ ] No system errors showing
Next Steps
Learn about Processing Payments for various payment scenarios.
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