A rental agreement and its lifecycle.

Managing Rental Requests & Agreements

When someone requests one of your facilities, the booking arrives as a rental agreement that moves through a clear lifecycle: from a draft you frame, to a request the renter submits, to your approval, the renter's signature, deposit payment, and finally a confirmed booking.

What are the rental agreement states?

Every rental tracks an agreement state, shown as a status pill on the rental and in your rentals list:

• Draft — you are still framing the rental (facility, dates, rate, add-ons, deposit).
• Sent — you sent a booking link and are waiting for the renter to complete their request.
• Submitted — the renter has submitted their requested times and details; it is your turn to review.
• Awaiting signature — you approved the request, and the renter needs to sign.
• Signed / Awaiting deposit — the renter signed; if a deposit is configured, the rental waits for that payment.
• Confirmed — the booking is locked in.

There are also terminal states: Cancelled, Declined, and Expired (an unsigned agreement that lapsed past its expiry).

How do I review and change a request?

Open the rental from your rentals list. The editor is on the left and a live Renter View preview is on the right, so you see exactly what the renter sees.

To request changes, edit the rental terms directly before approving. There is no separate counter-proposal step; your edits become the agreement the renter signs. You can adjust:

• The facility and any sub-facilities.
• The dates and times.
• The rate and any add-ons.
• The deposit and agreement expiry.
• A fixed custom total (see below).

How do I add several dates at once?

When a facility is selected, the editor shows a calendar for entering dates. Tap each day you want on the calendar to add it to the booking, and it appears in the list of dates with a default start and end time you can adjust per date. This lets you build a multi-date rental (for example, a team that needs the gym every Saturday for a month) in one pass instead of adding each date individually. Days that aren't bookable are unavailable to select, and any conflicts with existing bookings are flagged as you go.

How do I set a fixed negotiated total?

Sometimes you agree on a flat price that doesn't match the calculated rate — a returning-renter discount, a bundled deal, or a flat community rate. Turn on Set a custom total in the rental's pricing section. This:

1. Pre-fills with the current calculated total, so you only edit the number.
2. Lets you enter the fixed total you agreed on.
3. Provides an internal note field to record why (for example, "Returning renter discount"). This note is for your records and is not shown to the renter.

The custom total overrides the computed subtotal everywhere the rental's price is used, including what the renter sees and pays. When your custom total is lower than the calculated amount, the original is shown struck through so the discount reads clearly; a higher total (a surcharge) does not strike the original. You can Reset to calculated total at any time to remove the override and go back to the automatically computed price.

A few things to keep in mind:

• The custom total is not recalculated automatically if the underlying rate or dates change later. When that happens you see a non-blocking notice that the amounts have drifted, so you can decide whether to update the total or reset it.
• A custom total of $0 is allowed for a comped rental, with a reminder that the rental will be free.

How do I approve, decline, or cancel?

To approve a submitted request, tap your own signature line in the Renter View preview ("Tap to sign"), then confirm. This signs the agreement as the host and emails the renter to countersign. You are treated as pre-signed, so the renter opens straight onto the signing surface.

From the kebab menu you can also:

• Decline a submitted or awaiting-signature request.
• Cancel an active rental at any stage, including a confirmed booking.
• Resend the invitation or signing request, or re-open an expired agreement.

How do signatures and deposits work?

The renter signs on the public rental page by typing their name and agreeing to the rental agreement (your facility rules or uploaded Facility Use Agreement, frozen as a snapshot at signing).

What happens next depends on the deposit:

• If a deposit is configured, the rental moves to Awaiting deposit. The renter pays at the rental link, and paying the deposit confirms the booking. Use Send deposit reminder from the kebab to re-prompt them.
• If no deposit is set, signing confirms the rental immediately. Any remaining total becomes an ordinary outstanding balance, collected after confirmation rather than blocking it.