Rentals, passes & memberships

More than tours: rentals, passes and members

Activity businesses often earn as much from the edges as from the tours: bikes and kayaks rented by the hour, ten-visit punch cards for a climbing wall, or a members’ club around a dive centre. Running these on paper beside your booking system means double-booked gear and passes nobody can check. This plugin brings rentals, passes and memberships into the same system, online and at the till.

Rentals from shared stock

Each rental item has a quantity, a category and prices by the hour, half day, day, extra day and week. A customer is always charged the cheapest combination that covers the time they rent for, so renting longer never costs more. Set your opening days and hours, pick-up and return times every 15, 30 or 60 minutes, how long a half day is, and a turnaround time between rentals for cleaning or checks. With Operations on, an item can share its pool with a resource, so it is unavailable while that resource runs a departure or is down for maintenance.

Security deposits can be held on the customer’s card or taken in cash, or staff can choose at pick-up. A card hold only authorises the amount; nothing is taken unless you add a charge, and because holds last about seven days they are taken at pick-up. Check-out and check-in record condition notes and photos, a rental agreement PDF carries your terms, and late fees start after a grace period you set, per started hour.

For example, with a day price of 40, no separate extra-day price and a week price of 180, a six-day bike rental is charged 180, not 240.

Passes and punch cards

A pass is either a punch card with a number of entries or an unlimited pass, optionally with a daily limit. You choose which tours it covers, whether it covers rentals, how many days it is valid, and whether validity starts at purchase or first use. At checkout an entry admits one traveller and pays like money, most expensive tickets first, so balances, invoices and refunds treat it like a gift voucher. If a booking expires unpaid or is refunded, its entries go back on the pass. You also choose whether passes can be transferred and refunded.

Memberships

Membership plans renew monthly or yearly, with a member discount, optional discounts on rentals, free entries and tours they apply to. Members type their membership number into the promo code field to get the member price. With “members book early”, the public can only book a set number of days ahead, and members get their plan’s extra days on top.

If your payment provider can bill subscriptions (Stripe Billing on your own Stripe account), it charges each period automatically. Otherwise each period is a single payment: members are reminded before renewal, 14 days by default, and renew from their account page or at the desk.

Setting up Rentals, passes & memberships

1. 1Switch on Rentals, passes & memberships. Turn the plugin on and choose whether rentals, passes and memberships are sold on your website.
2. 2Set your rental hours. Enter opening days, opening and closing times, the pick-up interval and the half-day length.
3. 3Add rental items. Give each item its quantity, prices, turnaround time, deposit and late fee.
4. 4Choose how deposits are taken. Card hold, cash at pick-up, or let staff choose.
5. 5Create passes and membership plans. Set entries, validity, covered tours, prices and member benefits.
6. 6Set reminders. Choose when members hear about renewal and pass holders about expiry.