Rentals
Rentals allow you to rent spaces at the facility (known as Rooms in Swift) to your customers.
You can view your rentals by navigating to Services > Rentals (opens in a new tab) in the Swift Admin Dashboard.
When to Use Rentals
Rentals in Swift are a great way to offer customers a way to rent time at your facility. This includes, but isn't limited to things like:
- Cage rentals, pitching mound rentals, turf rentals
- Court rentals
- Field rentals
- Rink rentals
- etc.
Basically, if you have space in your facility that you'd like to rent out, the Rentals feature is the perfect fit for you.
View All Rentals
To view the existing rentals at your facility, just navigate to Services > Rentals (opens in a new tab) in your Swift Admin Dashboard. There, you'll see a list of the different rentals offered at your facility. If you've never setup a rental before, you should see a card that prompts you to create one.
Create A New Rental
To create a new rental, click on the "+ New" button on the top right. You will land on the "Add Rental" form, which is what you'll need to fill in order to create the rental.
Let's go through each of the items on this form step-by-step.
Basics
Here you can set a name for this rental (ex: Cage Rental), as well as an optional description. Both of these fields are customer-facing, so make sure you set them accordingly.
Pricing
In this section, you can decide exactly how much you want to charge customers for booking this rental.
Price Type
First, decide on a price type. The "type" of a price dictates how the price changes with the customer's input. For rentals, there are two price types you can choose between:
- Unit Pricing
- Volume Pricing
Both price types allow you to basically incentivize customers to book longer durations, by making longer sessions cheaper.
Unit Pricing (Recommended)
Select this option if you charge flat prices for specific durations.
For example, $50 for 30-minute sessions and $80 for 60-minute sessions.
Swift will automatically show the correct price depending on the session duration. It's worth noting that with unit pricing, customers will not be able to pick any durations outside of the ones that you've setup prices for. In the example above, a customer would not be able to select a 2 hour session.
Volume Pricing
Select this option if you charge variable prices for ranges of durations.
For example, $50/hr for 30 minutes - 2 hour sessions, and $40/hr for 3 hour sessions or longer. In this case, Swift will automatically show the correct price depending on the session duration that the client picks. In the example above, if they pick a 1 hour session, they would pay $50 ($50 x 1 hour). But if they picked a 3 hour session, they would pay $120 ($40 x 3 hours)
Prices
To add a price, click "Add another price". Immediately, you'll be presented with the options to configure a price. This includes:
Price Value
The raw dollar amount that you want to charge for the rental (ex: $30)
Unit
The specific duration or range of durations that this price applies to. If you've chosen "Volume Based Pricing" above, then you will be presented with a minimum ("first unit") and a maximum ("last unit") to set a price on a range of durations. If you've selected "Unit Based Pricing", then you'll just see the option to enter a single duration.
Applies To Membership Groups
This is the most important piece to any price. It controls which groups of customers can see & pay this price
By default, any price that is not assigned to a group of customers will not be visible by people in that group.
For example, if you'd like the public to pay $50 for a 60-minute rental, you would:
- Set the price to $50
- Set the unit to 1 hour
- Add the "Public (Non Members)" group to this "Applies to Membership Groups" dropdown
Membership Discounts
How would you give members a discount (or free) access to this rental? By creating another price!
Click "Add another price", and:
- Set the price to $15 (or the discounted price of your choice - it can also be free)
- Set the unit to 1 hour
- Add the specific membership group in the "Applies to Membership Groups" dropdown. Make sure the "Public (Non Members)" group is not present here.
This concept is so important, that it's worth stating twice.
Customers will only have access to prices and services that you've configured here. If the Public (Non Members) group does not have a price for this rental, they will not be able to book it.
You can create as many prices as you'd like, as long as they are unique (target different durations or different membership groups). For a deeper breakdown on how prices work, visit the Services Pricing section.
Rooms
Now you will indicate which spaces (known as Rooms in Swift) will get blocked off when a customer books this rental.
You will be able to select a room at any level in your facility hierarchy. This means that you can offer a "Full Facility Rental" which would block off your entire facility (including all the spaces inside) when a customer buys it online.
What if you want to allow multiple spaces to be booked at once? Or assign a specific rental to any of 3 different spaces? That's where the "Reserve On Purchase" setting comes in.
Reserve On Purchase
This setting controls which rooms get blocked off if you've selected multiple rooms above. The two options are:
- Any Selected Room
- All Selected Rooms
Any Selected Room
This is the default behaviour. With "any selected room", Swift will auto-assign customers into ONE of the selected spaces above, depending on what's available. Customers will not be able to select a space themselves when booking.
For example, if you offer a Cage Rental and you have 3 cages at your facility - all of which are the same size & price, then you can select this option. By doing so, a customer will get auto-assigned into any one of the 3 cages based on availability.
All Selected Rooms
On this setting, Swift will reserve all selected rooms as long as they are all available.
For example, if you offer a "Court + Gym Team Rental" where teams can block off the weight room and the court, you can check the two spaces and select this option. By doing so, a customer will see time-slots where both spaces are available, and will block them both when they book.
Advanced Settings
You are now ready to click "Save" and create this rental! If you would like to setup some additional details, you can click the "Advanced Settings" toggle, and a new set of settings should appear below. These are all optional, and not necessary to create your rental.
Tax Rates
Enable the "Collect tax" toggle to charge customers a pre-defined tax rate when they purchase this rental. This will populate the correct tax amount on your booking page, as well as internally on the admin side of Swift when you charge customers.
If you don't have any tax rates created, visit the Tax Rates settings section to learn how to add them.
Time Slot Restrictions
Time slot restrictions allow you to set start and end limits on the slots that appear to clients on your booking page. This is useful if you want to do things like:
- Not allow same-day bookings - in which case, you would set a "start" restriction of 1 day
- Not allow bookings beyond 30 days in the future - in which case, you would set an "end" restriction of 30 days
- Give members a longer "window" to book time at your facility - you can give the Public (Non Members) an end window of 7 days, and give members an end window of 30 days.
For a deeper dive into how this setting works, visit the Time Slot Restrictions page.
Additional Checkout Details
Here, you can choose to ask for "Emergency Contact info" from clients when they book this rental online.
Private
By making this rental private, only customers with a direct booking link to this rental will be able to book it. It will be invisible to all other customers, and will not appear on your booking page.
Edit A Rental
To edit a rental, click into the Rental from the Services > Rentals page and you will be taken to the "Edit Rental" form.
Here, you can edit any of the details mentioned above. Just remember to click "Save" at the bottom to apply your changes!
Duplicate An Existing Rental
To make it easier to create multiple rentals, you can click into an existing rental on the Services > Rentals page, and then click the "bottom arrow" icon on the top right, beside the "Copy direct booking link" button.
You'll now be navigated to a new "Add Rental" form, with all the details of the previous rental filled in! The title will have the word "(Copy)" added to it, to indicate that this is a duplicated rental.
Delete A Rental
To delete a rental, click into an existing rental and scroll down to the bottom of the page. There, you'll see a "Delete" button on the bottom left.
This button may be disabled if you've already had existing bookings tied to this rental. It may also be disabled if you don't have the permission to delete it (in which case, you should talk to the owner or someone with more access).
If the rental does not have existing bookings, you can click Delete and hit "Confirm" on the modal that appears to remove this rental. Remember, this action cannot be undone.
Miscellaneous
There are some additional things you can do with rentals, which are explained below.
Direct Booking Links
Want to send a direct link to book a rental to a customer? Perhaps you have a private rental that only specific organization members can book? Or you would like to add a button on your website that takes customers directly to this rental?
This button does exactly that! On the top right of a rental form, you should see the "Copy direct booking link" button. Click this, and a direct link to the rental will be copied to your clipboard.
Booking Page Appearance
You may also want to control how the "Rentals" category as a whole appears on the booking page. You may want to call it "Space Rentals" or "Court Time" instead of the generic "Rentals" shown on Swift. In that case, you can visit the Services > Rentals (opens in a new tab) page in your admin dashboard, and click the "gear" icon on the top right.
You will now see a modal pop up, with a few options. Here, you can customize:
- The title of the Rentals category - you can call it "Court Time" for example
- The description of the Rentals category - you may add some specific sentences about court etiqeutte or booking policies
Once you hit Save, both of these changes will be immediately reflected on your booking page.