Where rentals appear on other screens
Calendar, Pending Approvals, the customer card and the Overview page: rentals appear on screens you already use.
Last updated: 7 October 2026
Facility Rental lives on its own pages, but rentals also appear on four screens you already use. The Calendar, the Pending Approvals panel and the customer card open the same reservation window, so there is nothing new to learn.
1. Calendar
Rentals are drawn as a separate event type next to appointments, in the facility's colour. Hide them by removing Facility rental from Shown in the Calendar in the Calendar Settings window. A card shows the facility, the customer and a status note (Awaiting approval, Partially paid or Unpaid); clicking it opens the reservation window.
Drag a card to another time and the “Move the reservation?” window opens; its Send the customer an SMS box is ticked by default, and if you untick it the customer is not notified (the window text always says the customer will be notified; the box is what decides). Confirm with Yes, move it. On the Calendar only the date and time change; to move it to another facility, use the Facility Calendar.
A rental card cannot be stretched or shortened on the calendar, and Move does not change the duration either. To extend a rental, check it in and enter Extra time at check-out; to shorten it or re-plan with a different duration, cancel it and create it again with the new duration (if you took a payment, choose Refund when cancelling and enter the payment on the new reservation).
In the staff views a rental is drawn in its responsible staff member's column; in the resource view, in the column of the facility's linked resource. Rentals with no responsible staff or linked resource appear in a Facility rentals column added at the end only while such rentals exist in the range — if you don't use rentals, your calendar doesn't change. Appointments or lessons cannot be dropped into that column and clicking it doesn't open an appointment.
Staff restricted to their own calendar only see rentals on which they are the responsible staff member.
2. The Pending Approvals panel
The ticked-box icon in the top bar (hovering shows Pending approvals) opens the Pending Approvals panel. When an online rental request is waiting, a dot appears on the icon and the count in the panel title includes rental requests. When the module is on, the panel has a Rentals tab: each request shows the customer, facility, time, duration, party size, amount and how long it is held (“Held until …”).
Confirm and Reject work without leaving the panel and always notify the customer; a rejected request is cancelled. The eye icon (Open details) opens the reservation window; to confirm without notifying the customer, open the request there and untick Send the customer an SMS. Confirming needs the permission to approve facility rental requests; rejecting needs the permission to cancel facility reservations.
The bell in the top bar is the Notifications panel; rental requests do not go there.
3. Customer card
While the module is on, the customer detail page has a Rentals tab, meant to list the customer's rentals with date, status, amount and amount collected and to open the reservation window from a row. At the moment the tab shows “This customer has no facility rentals.” even when the customer has rentals. To find a customer's rentals, type their name or phone in the search box on Facility Rental → Reservations and check the Upcoming and Past tabs separately.
Rental payments and receivables appear on the customer card's Payments and Debts tabs with the Facility Rental source.
4. Overview
When the module is on and you have the permission to view the Facility Rental module, the right column of the Overview page in the side menu has a Facility Rental card: Today's reservations, Awaiting approval, Today's total and Uncollected. Below it the first 6 of today's reservations are listed with facility, time range, customer and status. Open calendar and the rows open the Facility Calendar.
Today's figures on this card include completed rentals (not cancelled or no-show), so they can differ from the summary strip of the Facility Calendar. The Awaiting approval count covers all pending requests regardless of date.
If you turn the module off
Turning Facility Rental off in Pi Store removes these traces too. No data is deleted; everything returns when you turn it back on.
Calendar
On the main calendar, rentals appear as a separate type in the facility's colour; turn them on or off under Calendar Settings → Shown in the Calendar with Facility Rental. In the Staff view only rentals with a responsible staff member are drawn, in that person's column; to see the others switch to the Daily, 3 Days or Weekly view. Rentals cannot be dragged; tapping one opens the reservation screen.
Pending Approvals
The approval icon in the top bar opens the Pending Approvals screen. The Rentals tab shows each request's facility, time and how long it is held; answer with Confirm or Reject. The customer is notified either way; a rejected request is cancelled.
Customer card and Overview
The customer card on the phone has no Rentals tab; rental payments and receivables appear on the Payments and Debts tabs with the Facility Rental source. The Facility Rental card of the web Overview page is not on the phone; follow the day's rentals on the Today tab of the Facility Rental screen.