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The rentals and listings feature transforms HoopAI calendars into a booking system for physical assets — equipment, venues, vehicles, vacation properties, or any resource that needs scheduled access. Listings represent bookable items, and categories organize them into browsable groups.

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Understanding listings and categories

ConceptDescription
ListingA single bookable item (e.g., “Conference Room A”, “Canon EOS R5”, “Lake House”)
CategoryA group of related listings (e.g., “Meeting Rooms”, “Camera Equipment”, “Properties”)
Categories appear on the booking page as browsable sections. Contacts select a category, pick a listing, and book a time slot.

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Creating a category

1

Navigate to rentals

Go to Calendars > Rentals in the left sidebar.
2

Create a category

Click + New Category and enter a name and description. Categories help contacts browse your offerings.
3

Save

Click Save to create the category. You can now add listings to it.

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Creating a listing

1

Open a category

Navigate to the category where you want to add a listing.
2

Add a new listing

Click + New Listing and fill in the details:
  • Name — the listing title shown to contacts
  • Description — details about the resource
  • Images — photos of the item or space
  • Duration options — available booking durations (hourly, half-day, full-day)
  • Capacity — maximum number of people (for venues)
3

Save the listing

Click Save. The listing is now bookable within its category.

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Configuring pricing and discounts

Each listing can have its own pricing configuration:
  • Base price — the standard rate per booking duration
  • Per-hour pricing — charge by the hour for flexible-duration bookings
  • Discounts — offer percentage or fixed discounts for extended bookings, early reservations, or promotional periods
  • Seasonal pricing — adjust rates for peak and off-peak periods
Configure pricing in the listing’s Pricing tab. Connect a payment gateway in Payments > Integrations before enabling paid bookings.

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Managing bookings

All rental bookings appear in the Appointments section alongside regular appointments. You can:
  • View bookings by listing, category, or date range
  • Update booking statuses (Confirmed, Cancelled, Completed)
  • Send confirmation and reminder notifications to renters
  • Process payments at the time of booking or upon completion

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Availability management

Listing availability works similarly to calendar availability:
  • Weekly schedule — set recurring available hours for each listing
  • Date-specific overrides — block dates for maintenance, private use, or holidays
  • Buffer time — add preparation time between bookings (e.g., cleaning time for a venue)
  • Minimum notice — require advance booking to allow preparation
When a listing is booked for a time slot, that slot becomes unavailable to other contacts automatically.

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Use cases

Create categories for each equipment type (cameras, lighting, audio). Add individual items as listings with per-hour or per-day pricing. Contacts browse, select, and book equipment for their needed time window.
List meeting rooms, event spaces, or studios as individual listings. Include capacity, amenities, and photos. Add buffer time between bookings for setup and cleanup.
Create listings for each vehicle in your fleet. Set daily rates, mileage limits in the description, and require minimum booking notice for vehicle preparation.
List properties with photos, descriptions, and seasonal pricing. Use date-specific overrides to block owner-use dates and maintenance windows.
Add detailed descriptions and multiple photos to each listing. Contacts make booking decisions based on what they see, so comprehensive visuals reduce questions and increase conversion.

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FAQs

Yes. Enable payment collection on the listing and set the amount to your desired deposit. Collect the remaining balance separately via invoice or in person.
Configure a cancellation policy in the listing settings. Contacts receive a cancellation link in their confirmation email. Cancelled time slots become available again automatically.
Each booking is for a single listing. Contacts can make multiple separate bookings if they need multiple items.
Last modified on March 6, 2026