At a Glance • Key Takeaways
- Automated Efficiency: Streamline online bookings, live availability scheduling, and customer communication without manual intervention.
- Live Capacity & Conflict Prevention: Prevent double-booking across staff, rooms, activity sessions, or rental fleet assets in real time.
- 0% Platform Booking Fees: SmartBookings does not charge transaction fees or take percentage cuts of your ticket sales or customer payments.
Protecting High-Value Rental Assets
Renting out commercial equipment — such as £2,000 inflatables, £15,000 mini excavators, wedding marquee linings, or wireless microphone rigs — requires financial security against muddy returns, missing parts, or physical damage.
1. Configuring Refundable Security Deposits
1 Go to Products > Products (AddResources.aspx).
2 In the product editor, locate the DepositAmount and DepositType fields.
3 Enter the deposit amount (e.g. £50.00 for inflatables, or £250.00 for plant machinery).
4 The deposit is added as a separate refundable line item at checkout and clearly labeled on the customer's invoice.
2. Equipment Collection & Refund Processing
When the hire concludes and equipment is inspected:
- Inspection Pass: If equipment is returned clean, undamaged, and with full fuel/accessories, open the booking in Booking Summary and issue an immediate 1-click refund of the deposit amount via Stripe/gateway.
- Cleaning / Damage Retentions: If the inflatable is covered in silly string or face paint, or a plant machine is returned unwashed with empty diesel, staff can retain the appropriate deduction and refund the remainder.
3. Accidental Damage Waiver Add-Ons
Many tool and marquee hire companies offer an optional Damage Waiver (e.g. £10.00) created via Optional Extras:
- Covers accidental minor scratches and wear-and-tear during normal domestic use.
- Does not cover malicious damage, loss, or theft. Provides excellent peace of mind for both customer and hire firm!
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Frequently Asked Questions
How do refundable security damage deposits protect hire equipment?
Damage deposits hold a security sum (e.g. £50 for bouncy castles or £250 for mini diggers) against muddy damage, silly string stains, or lost parts. Funds are held and returned once the asset is inspected post-hire.
Can damage deposits be pre-authorized on a credit card without capturing funds?
Yes. With supported gateways like Stripe, deposits can be placed as a temporary pre-authorization hold on the client's payment card and released automatically upon clean inspection.
How do staff withhold part of a deposit for cleaning or fuel refuelling?
In Booking Summary, staff can capture a specific portion of the held deposit (e.g. £30 for dried mud wash-down or missing diesel) and release the remaining balance back to the customer.
Can commercial plant hire require a higher security deposit than party hire?
Yes. Deposit amounts are assigned individually per product in AddResources.aspx, allowing £20 for small garden games and £500 for excavators.
Where should our deposit retention rules be displayed to the customer?
Deposit terms should be published in your Conditions of Hire (hire-terms.html) and summarized on the public checkout screen before payment.
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