Rentals allow you to rent out spaces at the facility (known as Rooms in Swift) to your customers. You can view your rentals by navigating to Services > Rentals in the Swift Admin Dashboard.
Rentals are a great way to offer customers the option to rent spaces at your facility. This includes, but is not limited to:
Cage rentals, pitching mound rentals, turf rentals
Court rentals
Field rentals
Full Facility rentals
Essentially, if you have a space in your facility that you'd like to rent out, the Rentals feature is the perfect fit for you!
To view all existing rentals at your facility, navigate to Services > Rentals in your Swift Admin dashboard. If you haven’t set up a rental before, you should see a prompt to create one.
To create a new rental service:
Click the + New button on the top right of the page.
You’ll be taken to the "Add Rental" service form, which you'll need to complete in order to create the service. Let's go through each of the items on this form, step-by-step:
When creating a Rental, you'll want to set a clear name, and optionally, preview text and/or a description. These are customer-facing fields, so make sure they’re clear and helpful.
Preview Text: A short summary that gives customers a quick idea of what the rental is. There's a limit of 150 characters, and the format would be plain text only.
Description: This is where you can be more descriptive, and can add some flair. Use this space to provide any extra details, like what’s included, what to bring, or specific policies.
Media: You can add an image to your service card, giving each service its own unique look and helping customers quickly identify what they’re looking for.
Not ready to add images yet? No problem, any service without one will automatically display your facility’s banner instead.
Please note: This update only applies to the branded booking page at the moment. Support for service images will be coming to branded mobile apps very soon.
In this section, you can decide how much you want to charge customers for booking this rental.
Default Pricing
This is the price that will be displayed to the public (non-members). If there is no explicit price set for membership groups, then members will also see and pay this price.
Select the "Default Pricing" tab.
Click the + Add Price button.
Set the duration and price (e.g., $50 for 30 minutes or $90 for 1 hour).
Additionally, if no default price is set, then public (non-members) cannot book this service.
Membership Pricing
By default, if there's no price assigned to a membership group, then they will see and pay the Default Price for the service. If you would like members to receive a discounted rate for this service, here's how to set Membership Pricing:
Select the "Membership Pricing" tab.
Click the + Add Price button.
Set the duration and price (e.g. $30 for 30 minutes).
In the "Memberships" field, select all membership groups this price applies to. You can set different rates for different membership groups.
In the example above, we've set a discounted rate of $30 for 30 minutes which only to members with the Platinum Membership. Whereas, those with the Gold or Diamond Membership will receive a different discounted rate to the same service (i.e, $40 for 30 minutes).
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.
This concept is so important, that it's worth stating twice. Customers will only have access to services for which you've configured a price.
Select which spaces (known as Rooms in Swift) will get selected when a customer books this specific 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.
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 Rooms
This is the default behaviour. With "any selected room", Swift will auto-assign customers into ONE of the selected room you've marked, depending on what's available. With this option, customers will not be able to select the specific room 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 it will automatically block of both rooms they book.
You are now ready to click "Save" and create this rental!
If you would like to setup some additional details, click on the "Advanced Settings" section to expand it, and a new set of settings should appear below. These are all optional, and not necessary to create your rental.
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.
Enable the "Collect Custom Fee" toggle to charge customers a pre-defined custom fee when they purchase this rental. This will automatically populate the custom fee amount on top of the booking at checkout, which will be payable by the customer.
If you don't have any custom fee rates created, visit the Custom Fees settings section to learn how to add them.
Time slot restrictions allow you to control booking windows. 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.
Here, you can choose to ask for "Emergency Contact info" from clients when they book this rental online.
By making this rental private, only customers with the 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.
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!
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.
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.
If the Delete button is greyed out, reach out to support@runswiftapp.com.
There are some additional things you can do with rentals, which are explained below.
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 which you can send to your customers, or even link to on your website.
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 page in your Admin Dashboard, and click the Settings (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 etiquette or booking policies.
Once you hit Save, both of these changes will be immediately reflected on your booking page.
