Setting Up Rental Products for Reservations
The Reservation module has no master form of its own for courts or rooms. What customers book is the Rental Product List (POS tables that are rented out) and its grouping is the Rental Product Group List, the same two forms the cashier uses. This page shows the fields that make them bookable through /booking.
Why the Cashier Forms Are Used
- One place, one record: the court booked online is the same table the cashier opens when the customer arrives, so the balance is settled at the cashier without copying data.
- The time unit and product already on a rental table are used directly to calculate the price and decide how it is booked (per slot, per night, per month, or per year).
- A table currently running at the cashier is not offered in the portal for the running hours, and conversely the cashier refuses to open a direct rental on a table that a customer has booked.
Step 1: Rental Product Group
- Open Sales & POS / Setting Up Rental Products for Reservations, then add a new group or edit an existing one (code and name as usual).
- Switch on Open for Reservations. The reservation fields below appear only after the toggle is on.
- Fill the Slot Length, Minimum Deposit (%), Unit Name, Division, and if needed the two fee products for early check-in and late check-out.
- Save.
| Field | What to watch |
|---|---|
| Open for Reservations | A group that is not switched on does not appear on the /booking page, the Reservation Calendar, or the choices on Opening Hours and Blocked Time. Switching it off closes the group to new bookings without deleting existing reservations. Saving a group whose rental products have mixed units is rejected. |
| Slot Length (minutes) | 15, 30, 45, 60, 90, or 120 minutes; only used by groups in Minute or Hour units. The ordered duration must be a multiple of this and at most 24 slots. Changing it does not shift existing reservations, and a new reservation still cannot overlap an old one. |
| Minimum Deposit (%) | The percent of the total paid when booking, 0 to 100. 0 means no deposit: the customer presses Save Reservation and the reservation is Confirmed immediately without choosing or paying anything (no Sales Advance payment type needed). Values outside 0 to 100 are rejected on save. If left blank the form saves 0. |
| Unit Name | Free text up to 30 characters, for example Court, Room, Table, or Studio. Used in the /booking page title, the Reservation Calendar and Report column titles, the unit field labels, and error messages. Blank uses the default word of the language of the user (Table in English). |
| Division | The division that owns the group; used to record deposits and to limit data for users locked to a division. Blank uses the first division. |
| Early Check-in Fee Product | A service product whose sales price (by the customer price level) becomes the rate per hour when a guest checks in before the start time. Empty or a price of 0 means free. The fee is written as a line on the POS invoice at check-in. |
| Late Check-out Fee Product | A service product whose sales price becomes the rate per hour when a guest checks out after the end time. Empty or a price of 0 means free. The fee is written to the check-in invoice while it is still open. |
| Active | An inactive group disappears from the /booking page and the Reservation Calendar. |
Step 2: Rental Product
- Open the Rental Product List and add one row for each court or room.
- Pick the Group from step 1 (the Table Group field), then switch on Leased.
- Pick the Product Code: the service product whose sales price is used. The product must have an active base unit (quantity 1).
- Fill the Time Unit: Minute or Hour for per-slot rental, Day for per night, Month, or Year.
- For rental per night, fill the Start Deadline and Completion Deadline as the daily check-in and check-out hours (decimal hours, for example 14 or 14.5).
- Save, then repeat for the next unit.
| Field | What to watch |
|---|---|
| Name | The name admins see in the Reservation Calendar and customers see in My Reservations. Customers do not choose the unit name when booking; the system assigns the first free unit in name order. |
| Leased | Only leased tables can be booked. |
| Product Code, Time Unit | Per slot: slot price = product sales price (base unit, customer price level) x slot length / time-unit length. Example: Rp150,000 per Hour, 60-minute slot -> Rp150,000; 30-minute slot -> Rp75,000. Per night, month, or year: one night, month, or year = one unit price. Other units cannot be booked. |
| Start Deadline, Completion Deadline | For rental per night: the daily check-in and check-out hours. A Completion Deadline of 0 means the same as the check-in hour. Check-out at 12 and check-in at 14 mean guests leaving and arriving on the same day do not conflict. For other units reservations do not use these fields. |
| Active | An inactive table is no longer offered; existing reservations do not change by themselves. |
All rental products in a group that is Open for Reservations must use the same reservation unit (minute/hour, day, month, or year); a different one is rejected on save. Keep hourly courts and nightly rooms in different groups. The other fields on a rental table (external commands, and so on) remain for the cashier and do not affect reservations.
Step 3: Opening Hours
For per-slot groups, fill Reservation Opening Hours for each open day of that group. Without opening hours customers see no schedule. The group choice on that form lists only groups that are Open for Reservations. Groups per night, month, and year do not use opening hours.
Common Problems
- The group is missing from the Opening Hours choices: the Open for Reservations toggle is off or the group is inactive.
- The type does not show in the portal: the group has no active, Leased rental product with a product and a bookable time unit, or the units of its rental products are mixed.
- One court is never assigned: check Leased, Product Code, the base unit of the product, and the Time Unit on that rental product row.
- Wrong price: price follows the price level of the customer and the Sales Discount Rules of the product, not a field on this form.
- To close a court or room only for a specific time (maintenance), use Blocked Time rather than deactivating the table.