Rental System Guide

This step-by-step guide will help you get started with the rental system. Whether you’re managing equipment, adding staff, or collecting player data digitally, this guide explains how each part works and what you need to do as a system manager.

1. Rental Flow Overview

This is the full digital rental journey. Players scan a QR code or visit a link to fill out the rental form. Their submission is stored instantly in the system and visible to staff.

The player can also sign up for newsletters. This information is also forwarded to the marketing system.

2. Filling Out the Rental Form (Player View)

Players enter contact details and rental preferences. Fields can be customised by admins (e.g., room number, handicap, tee time).

Admin Tip: Go to Settings > Required Info Fields to choose which fields are visible, optional, or confidential.

3. Booking Confirmation for Players

After submission, players receive a confirmation code on screen and by email. This is their receipt and should be shown when picking up rental gear.

4. Staff View: Managing the Rental List

Staff log in via the management system and access a live list of rental forms. Each entry can be filtered, searched, and updated in real-time.

Note: System admin can also share a secret link that can access the system without a login. This has a potential security risk and is not for everybody. Data cannot be exported.

5. Viewing & Updating Rental Records

Click any entry to see full user info, items rented, and the rental period. You can update the status (e.g., Delivered, Returned, Damaged) and leave internal comments.

Note: Specific player information can be hidden by the system admin in case they don’t want details like email and phone number shared with the staff. When info is shared with the player, no comment is visible, only the log for changes in status.

In Development: In the future there will be an option to take a picture of a damage and attach it to the player’s record.

6. Forward or Escalate a Case

Use the Forward/Share button to send a rental record via email, WhatsApp, or SMS if issues need to be escalated to management or external staff.

Example: Share a damaged buggy record with workshop staff including comments and photos.

7. Admin Panel: Settings & Control

As an admin, go to “Rental Terms” in the sidebar to customise field labels, rental item types, and status options. You can also write your terms, set data retention rules, and define which actions trigger receipts.

Reminder: All changes take effect immediately. This is ideal for tailoring the form to daily or seasonal changes.

8. Adding & Managing Rental Staff

Invite team members with their email address. They’ll get an email link to create a password and access the admin interface.

Good Practice: Remove users who leave the club or rotate seasonally.

9. Privacy & GDPR Compliance

Set how long user data is kept (e.g., 30 days), and when deleted files are removed. You can hide fields from staff view, or mark fields as confidential.

Transparency: Players are shown the terms before submitting the form, fulfilling legal consent requirements.

10. Need Help?

We’re here to support you anytime. support@howmanystrokes.com