Rent out gear with a booking

Gear rental lets members rent a board, a wetsuit, a kite or a mat together with a booking. Each size has its own stock, and the same unit is never rented twice at the same time.

Gear rental is on the Growth plan. It is a module you switch on in Settings, Features (Gear rental). Studios that existed before 27 Oct 2026 have it off until the owner turns it on. New surf and kitesurf schools start with it on.

Add an item

1. Open Settings, Gear rental (under What you sell) and select New item.
2. Fill in the Name and Description for each of your languages. The studio’s main language is required.
3. Set the Price per booking: what one unit costs for one booking, taxes included.
4. Under Sizes and stock, add one row per size with its Size and Units. An item with one size can leave the size empty. Select Add a size for more.
5. Under Can be added to, choose Every class, session and event, or Only chosen classes, sessions and events and tick the Class types, Private session types and Events it suits (boards for surf lessons, for example).
6. Save.

The owner and admins create and change items. Front desk can see them. To stop renting an item, archive it: members can no longer rent it, and rentals already made stay as they are. A size you remove from an item is archived the same way.

Stock is shared across times

A unit rented for a booking is busy for that booking’s whole time, start to end. Bookings that overlap share the stock, so with 4 boards, two overlapping lessons can rent 4 boards between them. A lesson that starts when another ends has all 4 again. A size with nothing left shows Sold out to members and cannot be chosen. If staff move a class, session or event, its gear moves with it.

How members rent gear

• Buying a class or event tickets: the booking sheet shows Rent gear with the items for that class or event. The gear is paid with the booking, in one order.
• Booking with a pass or membership: the confirmation offers Add gear. The gear is paid on its own.
• Private sessions: once the request exists, the member can Add gear to the session in their account. It is paid at once in its own order, and refunded in full if the session never happens.
• Events: Add gear shows once per event, on the member’s tickets.

Members pay by card, or at the studio when your studio offers paying at the studio. Promo codes never discount gear. The member’s bookings show their gear, for example “Board (8’0) x 2”.

Add gear at the desk

On the class roster, select Add gear next to a person, choose the items and sizes, then the Payment:

• a desk method such as Cash, Card machine or Bank transfer,
• Complimentary, with a Reason,
• or Not paid yet: the order waits under Unpaid in Sales.

The owner, admins and front desk can add gear. Teachers see each person’s gear on the roster, without prices, but cannot add it.

Gear for the day

Open Gear for today from the card on Today or from the Gear rental page. It lists every rental for bookings that start that day: time, member, item, size, quantity, what it is for and whether it is paid. Mark each one Handed out and Returned, and use Previous day and Next day to look ahead. Teachers do not see this list.

Refunds follow the booking

• A free cancellation, a booking removed with the credit back, or a class or event the studio cancels: the gear is freed and refunded to the original payment.
• A late cancellation frees the gear and keeps the money. A no-show keeps both.
• Staff can Cancel rental from the gear list, with or without Give back what was paid for it. A refund needs the refund permission (front desk only when your studio allows it).

Note: Below the Growth plan, members are no longer offered gear and you cannot add or change items or add gear at the desk. Rentals already made still show, can be handed out and refunded.