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. This guide covers how to review requests, approve or decline them, sign as the host, and handle deposit and balance payments.

The agreement lifecycle

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).

Reviewing 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 — adjust the facility, dates and times, rate, add-ons, or deposit — before approving. There is no separate counter-proposal step; your edits become the agreement the renter signs.

Approving, declining, or cancelling

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.

Signing and deposits

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 PDF, 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 URL, 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 invoice total becomes an ordinary outstanding balance, collected after confirmation rather than blocking it.