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.
The Hire Booking Summary Command Hub
The Booking Summary screen is your central operations hub for any hire order. From here, office staff can reschedule dates, amend delivery addresses, add generator/mat accessories, take balance payments, print driver route slips, and handle weather cancellations.
1. Changing Hire Dates (Rescheduling)
When a customer calls to reschedule due to child illness or changing event plans:
1 Open the customer's Booking Summary.
2 In the right-hand actions panel, select the new target date in the calendar picker.
3 Click Check Availability to confirm the booked equipment is in stock on the new date.
4 Click Update. The system automatically releases stock on the old date and claims it on the new date!
2. Updating Delivery Site Address & Postcode
If a customer changes their venue from their back garden to a local church hall:
- Click Edit client details to update the delivery street address and venue contact name.
- If the new venue has a different postcode, the system re-calculates the delivery fee band and updates the order total accordingly.
3. Adding Accessories & Upgrades
To attach additional items to an existing booking (e.g. adding a 5kVA petrol generator, extra safety mats, or bubble machines):
- Scroll to Add to this booking.
- Select the add-on item from the dropdown, verify stock, and click Add. The order balance updates automatically.
4. Resending Confirmation Emails & Hire Agreements
If a customer needs a fresh copy of their hire contract and safety instructions, click the yellow Resend Booking Email button in the Quick Actions panel for instant dispatch.
5. Bad Weather Cancellations & Wind Speed Policy
Under UK PIPA and HSE inflatable safety guidelines, commercial inflatables must NOT be operated outdoors in wind speeds or gusts exceeding 24mph (Force 5):
- Click Cancel and send Cancellation Email.
- The equipment is immediately released back into inventory.
- Issue a full date transfer voucher or process a refund according to your bad weather policy.
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Frequently Asked Questions
How do operators handle bad weather cancellations for outdoor inflatables?
In Booking Summary, locate the customer's order. You can cancel the booking and convert the deposit into a weather credit voucher or reschedule to an indoor hall or future date.
Can extra equipment or party games be added to an existing hire order?
Yes. In Booking Summary, staff can add extra products, recalculate delivery fees, and send an updated balance invoice to the customer.
How do staff track whether an order balance is paid before delivery day?
Booking Summary features clear payment badges: 'Paid in Full', 'Deposit Paid (£X Balance Due)', or 'Unpaid', allowing dispatchers to collect balance payments before unloading.
Can confirmation emails and delivery instructions be resent to the hirer?
Yes. Click 'Resend Email' in Booking Summary to re-dispatch the complete booking contract, arrival guidelines, and payment links.
How do staff record driver delivery notes and access gate warnings?
Internal staff notes can be updated in Booking Summary to log driver notes like 'Beware of loose dog' or 'Access via back lane'.
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