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Rentals

Learn how to use Rentals to let customers book spaces in your venue (courts, studios, saunas, rooms, etc.) without attaching an instructor or fixed class timetable.

Costa Bontioti avatar
Written by Costa Bontioti
Updated in the last hour

📝 Overview

Rentals are a new event type which allow you to offer bookable spaces instead of traditional instructor‑led events like classes or appointments, so that customers can reserve a room or area in your venue for a fixed duration.

You can create one or more Rental types, each with their own duration, choose how availability is shown, and link them to your venues and rooms.

🧠 For example, you might offer whole venue/room Rentals for Tennis courts, Studios, or Meeting rooms, but you can also use this to make individual spots available as well, for spots in a Sauna, lanes in a swimming pool, e.t.c

Availability is managed via dedicated venue/room schedules (e.g. weekday hours, weekend hours), and Rentals are fully integrated with your existing payment options so you can charge drop‑in prices or allow eligible memberships to be used for Rental bookings.

🛠️ Creating a Rental

Set up new Rentals from the Events area so you can define the name, duration, layout, pricing, and which venues/rooms are included.

Click here to learn how to create and configure a Rental type

🗺️ Navigating to Rentals

First, we'll head over to the new Events area, and select Rentals, which is where you can manage existing Rentals and create new ones.

Here, you can click Create New (or Create a Rental Type) to open the Rental setup section.

💡This section will feel very similar to other event types (Classes, Appointments, Courses).

Each Rental has three sections you need to fill in in order for it to be made available for customers to book. These sections are:

  1. Rental Details

  2. Memberships & Pricing

  3. Venue Rooms & Schedules

We'll go over each one in detail below.

ℹ️ Rental Details

This is where you can set the name, duration, Rental type, image, description, status and visibility of your Rental.

Click here to look into the Rental Details section in more detail

👨‍🍳 Prepping for your Rental

Before you start creating a new Rental, you'll want to make sure you lay the groundwork and that you have everything you need in order to set it up correctly.

This includes setting up your Venues, Rooms, and Schedules, all of which will need to be ready when setting up your Rentals.

Click here to find out more about Venues and Rooms

The how your Venues and Rooms are set up will have a massive impact on the how you're able to set up your Rentals, and if you're able to structure them the way you need to, so we'll go through them in detail below.

💡 For more info on how to set up Venues and Rooms, please check our relevant guide here: How to add Venues and Rooms

Venues

Venues are the main premises where your business is located. Most businesses have one physical address, so only need one venue for their events and Rentals, but if you have multiple addresses you can add more.

🧠 Example:

If you provide classes in one building, but you also offer classes in a different building which is located elsewhere, you can set these both up as venues.

You can set up as many venues as you need in TeamUp, and there's no limit to the number of venues or rooms you can create.

Rooms

Rooms can be set up under a venue in order to be used for Appointments or Rentals, however, depending on the how you'd like your Rentals to be set up, the how your rooms are set up may be key!

You'll see in step 2 of creating Rentals, you can select whether you're setting up your Rental to be "Spot Based" or "Room Based".

Click here to find out more about Spot Based Rentals Structure

If you choose to set up your Rental as a Spot Based Rental, rooms allow you to create multiple spots/places in a single venue so customers can book a single spot, but still allow other customers to book other spots (rooms) at the same time.

💡 If you'd like to rename Rooms to something else, such as Lanes, Spots, Seats, etc. you can do so by going to Settings ➔ Terminology ➔ Rooms, and rename it there.

For more info about changing the terminology in your TeamUp account, please check our guide here: How to update the terminology on your TeamUp account

This is particularly useful for certain Rental types such as Open Gym, Swimming Pools, Spin Classes, Saunas, etc. so lets take look at a couple of examples below.

Click here to find out how you'd set up an Open Gym Spot Rental

If you're setting up an Open Gym, you can control the number of attendees you allow at any single time by setting up a Room per attendee. This would allow your Rental to offer 8 spots simultaneously for customers to choose from when booking their Rental.

Once you create these 8 rooms, you'll need to create an availability schedule for each one as well, which will allow you to control the days and times each spot is available.

Once set up, and once you have renamed Rooms to something more relevant (e.g. Spots) this is what this Rental will look like on the customer site:

Click here to find out how you'd set up a Swimming Pool Lane Rental

If you're setting up an swimming pool which has 8 lanes, you can allow customers to rent an individual lane by setting up a room per lane, and an availability schedule per room. This would allow your Rental to offer 8 lanes simultaneously for customers to choose from when booking their Rental.

Once you create these 8 rooms, you'll need to create an availability schedule for each one as well, which will allow you to control the days and times each lane is available.

Once set up, and once you have renamed Rooms to something more relevant (e.g. Lanes) this is what this Rental will look like on the customer site:

Click here to find out more about Room Based Rentals Structure

If you choose to set up your Rental as a Room Based rental, you'll be renting out the entire room to a single customer, so you won't need to create that many rooms or availability schedules (as you would for spot based Rental).

This setup would work best for Rentals where customers rent out an entire court or room. (E.g. Meeting Rooms, Tennis Courts, e.t.c)

Let's take Tennis Courts for example. You can rename Rooms to "Courts", and each court would need to be set up as a room, and have its own availability schedule, like so:

💡 If you'd like to rename Rooms to something else, such as Lanes, Spots, Seats, etc. you can do so by going to Settings ➔ Terminology ➔ Rooms, and rename it there.

For more info about changing the terminology in your TeamUp account, please check our guide here: How to update the terminology on your TeamUp account

Click here to find out more about Schedules

Regular Hours

Schedules allow you to set the days and times your Rentals are available for booking. You can attach an availability schedule to each individual Room so that you can manage the availability for each Rental or spot, depending on your Rental setup.

💡 Rental availability schedules work exactly the same way as instructor availability, as does the override option as well. To find out more about creating overrides for instructor availability schedules, please see here.

To create an availability schedule, once you have created your Venue and also created your Room(s), go to Settings ➔ Venue/Rooms, select Options to the right of your Venue, and then "Manage Availability".

To create a new Schedule, select "Create Schedule", and enter the name you'd like to use for your schedule (e.g. the Rental or Room name).

Once you have created your availability schedule, you can select the days of the week you'd like the room you'll use it with to be available, and the times customers can create bookings. (e.g. Monday to Friday from 07:00 to 17:00 and Saturday and Sunday from 10:00 to 15:00)

You'll now be able to use this availability schedule when creating your Rentals, however, if you ever need to change your availability (regular hours), you can do so by coming back to this schedule, and making changes.

Override Hours

If you ever need to make changes for a specific day though, without making your changes permanent (e.g. make Rentals unavailable so that you can make repairs or renovations) you can do so by using the override section, which is located beneath the regular hours section.

In the example below the availability for the 1st to 6th of May has been changed so that there is no availability for this schedule, and for the 30th of April to be available from 12:00 to 14:00 instead of its regular hours.

1️⃣ Choose a Rental Type Name & Duration

Enter a Name for your Rental (e.g. Tennis Court Booking, Sauna Pod, Studio Hire), and set the Duration for each Rental slot (e.g. 30, 60, or 90 minutes).

2️⃣ Selecting the Rental Type

Here, you can decide how you want availability to appear to customers, and whether this Rental Type will be for a whole venue/room, or for individual spots.

🟢 Spot‑based view

Click here to find out more about Spot-based views

This option is best for when the customer will not be booking an entire room, and will only be booking a single spot for themselves in a larger room which they may be sharing with other customers.

🧠 Example:

If you have a swimming pool which has 7 lanes, you'll want to select this option so that customers can book their own spots (lane), as opposed to booking the entire pool.

You'll be able to create a Room and Schedule for each lane so that you can control the days and times each lane (spot) will be made available.

🟢 Room‑based view

Click here to find out more about Room-based views

This option allows you to make an entire room/venue available for booking, without customers having to book each spot in the room individually.

🧠 Example:

If you want to rent out your entire meeting room, you can select this option so that customers can book this, without you having to rent spots to each individual attendee.

You'll be able to create an Schedule for this venue/room so that you can control the days and times it will be made available for booking.​

3️⃣ Set the Slot Start Intervals

You can select how often slots for your Rental start (e.g. every 15, 30, 60 minutes) regardless of the duration of your Rentals, and this will determine the number of available slots which will be visible to your customers when booking their rental.

For example, if you create a Rental type which lasts 60 minutes, and set your slots to start every 10 minutes, when a customer goes to book their Rental and choose the start time, they'll see a very wide range of options since there's 6 start-times every hour.

💡 We don not recommend you set the start times to be too short, as this would offer customers a wider window of selection for their Rental start times, which may lead to larger gaps between Rentals, leading to less Rentals in the day and lost potential revenue.

Example: Customers may book their 60-minute Rentals with 30-50 minutes between each other, which at the end of the day may potentially accumulate to 3 hours of non-use of the Rental.

Alternatively, if you set the slots to start every hour (or however long your Rental is), customers will see less options for when they can start their Rental, but this ensure you have more control over the when customers are able to start their Rentals, and also ensures there's less chances of unnecessarily unused time at the end of the day.

You can also leave this set to "Auto" and the system will set up your slot start times without you having to do so manually.

💡 The Buffer option allows you to add a bit of time before or after each Rental, which would allow you to check on the premises, tidy up, or guide customers to their Rental.

4️⃣ Add an Image and Description

Now you can add an image for your Rentals, which will be displayed on the customer site when customers book their Rental.

💡The ideal aspect ratio would be 5:4 (example 1000 x 800), and the image size should be no larger than 10Mb.

You can also add a description to accompany your Rental, and provide any information necessary.

🔔 If you're having trouble creating your description, just add in the key information and details you want your customers to know, and use the Enhance With AI feature to generate a description for you.

5️⃣ Set a Status

You can set the status of your Rental by choosing between Active and Archived.

If you set your Rental to Active, it will be visible on your customer site for customers to book, whereas if you set it to be Archived, it will be removed from your customer site so that customers can't book new Rentals, but you can access archived Rentals later and set them to Active again.

💡When you set an Active Rental to Archived, existing bookings are not affected.

6️⃣ Set your Registration Timelines

The registration timelines for Rentals work exactly the same way they do for classes and appointments too.

Registrations Open

This allows you to select the how far in advance customers can book Rentals, which is helpful if you want to make sure customers don't book Rentals too far in advance.

Registration Close

This allows you to select how far in advance registrations close for your Rentals, which is particularly helpful if there's any preparation required for your Rental sessions to take place. (e.g. heat up a sauna, bring out equipment, e.t.c)

Cancellation Cutoff

This allows you to set a hard limit before the Rentals start time, after which customers who cancel their Rental/booking will not be refunded their payment and/or membership credit.

💡If a customer creates a new booking past the cancellation cutoff, they will be notified about this, and will be advised that if they cancel their Rental, they will not be refunded their payment.

🧠Example:

With the following settings:

Registrations Opens - 60 days

Registration Close - 10 days

Cancellation Cutoff - 5 days

If a customer wants to book a Rental for October 14th, registrations would open on August 14th, registrations would close on October 4th, and the cancellation cutoff would be on October 9th.

7️⃣ Set the Visibility

Here, you can choose who can see this Rental on the customer site.
​

Everyone

If the visibility is set to Everyone, then all customers will be able to view and book this Rental on your customer site.

Membership Holders

If you set this to Membership Holders, you can choose which customers can view this Rental on your customer site by selecting specific memberships, and this way only customers who own these memberships will be able to view and book these Rentals.

Business Only

Selecting the Business Only option will keep this Rental hidden on the customer site, and bookings for this Rental can only be created on the business dashboard. either in the Rentals section or the Point of Sale.

Click on Save to save the information you added and close this section so that you can move on to Memberships & Pricing.

🪪 Memberships & Pricing

This section allows you to choose which memberships also include Rentals in their offerings, and it also allows you to choose whether customers can purchase this Rental by paying a drop-in fee, and what that cost should be.

Click here to look into Memberships & Pricing in more detail

8️⃣ Allow Drop-Ins?

The drop-ins option allows you to make Rentals available for a fixed cost without having to purchase a membership.

9️⃣ Membership

The Membership section allows you to select which memberships include access to this Rental.

You can tick these memberships here, and then go to each membership individually so that you can edit their Usage Limits and set the number of Rentals customers are allowed in any timeframe (e.g. 2 Rental bookings a month).

🏠 Venue Rooms & Schedules

Here, you'll be able to select which rooms this Rental will take place in, and also select the availability schedule linked to that venue which you would like to apply.

Click here to look into Rooms & Schedules in more detail

🔟 Add your Venue/Room

Under Venues, click on Add Venue to select which venue your Rental will be taking place in.

Once you select your Venue, you can select the Schedule you'd like to apply for this Rental which will determine the days of the week and times this Rental will be available.

And now you can select which Room this Rental will be taking place in.

💡If this Rental offers more than one rooms or spots, you can add more venues by selecting the Add Venue option and that will ensure your Rental makes more than one spots available at any given time.

🧠 Example:

In the example below, we have a spot based Rental for Ice Baths, where there's two baths available.

Each bath has its own Room and Schedule, both of which were set up under the same Venue. So because there's two baths available, the Venue was added twice so that the Schedule and Room set up for each bath bath could be added.

📅 Booking Rentals from your Dashboard

You can quickly book Rentals for customers from the business dashboard using the same familiar flow as other events.

Click here to learn how to book a Rental from your dashboard

You can create Rental bookings for your customers from your business dashboard either by navigating to your Point of Sale, or by going to your Rentals section, and clicking on the Book button under the Rental you're creating.

💡For more information about how you can make purchases and bookings for your customers via the Point of Sale, check our guide here.

When creating a Rental booking via the Rentals section, the process is very similar to that of the Point of Sale, but let's go through it in more detail.

Once you click on the Book button, you'll be taken to the booking page where you can select the customer this booking is for, and then the Venue and Room this Rental takes place in.

You can then select the slot this Rental will be booked for, and complete the booking on their behalf.

💡If that availability schedule for this room is linked to any more Rentals, once a Rental is booked on that slot, it will no longer be visible/available on the other Rentals.

📧 Rental Email Notifications

Email notifications for Rentals work exactly the same way as email notifications for any other event type (e.g. Classes), and you can set up a registration confirmation email and pre/post/milestone notification for each Rental individually.

Click here to find out more about Rental Registration Confirmation Emails

You can create a new registration confirmation email so that when a customer books a Rental, they receive an email you have created for Rentals, or specifically for that Rental type.

To create a new registration confirmation email, navigate to:

Communications ➔ Notifications ➔ Event Registrations ➔ Registration Confirmation ➔ Details ➔ +Add An Email

Alternatively, you can click on the button below to be redirected to the relevant page.

Create New Registration Email

Once there, you'll see the option to select which Class Type and Venue this is for. Under "The class type is" select "One of the following" and then tick your Rental in the list which appears.

💡If your Rental contains spots in multiple venues, you can also set the "The venue is" option to "One of the following" and select one venue so that you can create the registration confirmation email for that specific venue, and then create more registration confirmation emails for the rest of your venues as well.

Click on Next to go to the next screen where you can draft the email you'd like to send out to your customers when they book a Rental.

💡If you'd like a more detailed explanation on how to create emails using placeholders, you can find more information in our relevant support guide here.

Click here to find out more about Rental Pre/Post/Milestone Notification Emails

Pre/Post/Milestone notification emails allow you to create emails which go out to your customers a set number of hours before or after a Rental booking has started, or even once they have created a specific number of bookings.

To create a new Pre/Post/Milestone notification email, navigate to:

Communications ➔ Notifications ➔ Event Registrations ➔ Pre/Post/Milestones ➔ Details ➔ +Add Notification

Alternatively, you can click on the button below to be redirected to the relevant page.

Create a Pre/Post/Milestone Notification

💡For more information about creating Pre/Post/Milestone notifications, please see our relevant guide here.

❓ Frequently Asked Questions (FAQ's)

Click the arrow to view frequently asked questions

What can I use Rentals for?

Click here to see the answer

Rentals are ideal for any scenario where you want to customers to be able to book a space rather than an instructor‑led session. Common examples include:

  • Tennis, or squash courts

  • Studios or rehearsal spaces

  • Sauna pods or wellness rooms

  • Treatment rooms or consultation rooms

  • Meeting rooms or shared workspaces

If customers need a time and a space without a specific instructor, Rentals is the way to go.

How is a Rental different from a Class, Appointment, or Course?

Click here to see the answer

Classes, appointments, and Courses are all events which require an instructor to be present, or are able to be booked based on the instructors availability (appointments).

Rentals are bookings for spaces only, there’s no instructor attached. Customers reserve a spot or a space (room, court, etc.) for a chosen time slot, and you manage availability via venue/room schedules instead of staff calendars and/or availability.

Can customers pay with memberships, or only with drop‑ins?

Click here to see the answer

Rentals are fully integrated with your existing payment options. You can set a drop‑in price so customers pay per Rental, and you can also allow membership use so eligible plans can be used to create Rental bookings.

As with other event types, you control which memberships can be used for each Rental.

Can I control which rooms are available on different days or times?

Click here to see the answer

Yes. Rental availability is managed in the Venue Availability section where you can manage the availability for all Rooms within that venue.

You can create new availability schedules for each room, and also manage existing availability schedules as well. These work exactly the same way as availability schedules work for instructors too. (see here)

This lets you, for example, offer all courts on weekdays but only certain courts at weekends, or extend hours for a particular season.

It also allows you to create overrides if you don't want to change the schedule, but want to remove customers ability to book a Rental on specific days. (e.g. it may be a holiday, you might have a private event, or you may simply be closed for the day)

How can I stop customers from booking Rentals for specific dates, like holidays?

Click here to see the answer

If you know your business is going to be closed you can mark your business as closed and cancel all classes during a specific period by following the steps in our guide here.

If however you specifically want to stop customers from booking Rentals, or if a Room is going to be unavailable, you can block time across all rooms and availability schedules for that room by going to Settings ➔ Venue/Rooms ➔ Options ➔ Manage Availability ➔ Block Time.

You can click on the dates you'd like to block time for, and enter the times you'd like to bock availability for, or select to block the entire day.

You can also use the same option to "Unblock" blocked time as well, by going to the "Block Time" section, selecting the blocked dates, and then selecting the Remove Blocks for Selected Dates option.

Can I change the name of a Rental Room?

Click here to see the answer

Yes, you can customize the term "venue" or "room" to fit your offerings, such as "court", "sauna", "studio", etc. First, navigate to Settings ➔ Terminology

From there, select "edit" on the ride side of the term that you want to modify.

💡We do not currently allow the ability to change the term "rental"

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