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Klahaya Member Portal Docs

Booking a Pool Rental

Pool rentals are booked by admins only, from Admin panel > Pool Rentals. A rental holds a window of time at a custom price and is paid by card on file, on the paired card reader, by emailed invoice, or recorded as cash/check.

Booking a Rental

Section titled “Booking a Rental”
  1. Go to Pool Rentals and click New rental
  2. Choose who is renting:
    • Member family — search by family name or account ID and pick the family
    • Guest (non-member) — fill in Guest details: Name and Email are required; Phone (optional) and Notes (optional) are not
  3. Set the Start and End date and time (the form defaults to the next top of the hour for 90 minutes). End must be after start.
  4. Enter the Price (USD). If a pool rental tax rate is configured, a live Subtotal / Tax / Total preview appears under the price.
  5. Add Notes (optional), up to 200 characters (e.g. “Smith family birthday party”)
  6. Pick a Payment option and click the booking button

If the window overlaps another rental you’ll see a warning listing the overlapping bookings — you can still book, since lane rentals and shared windows are allowed.

Payment Options

Section titled “Payment Options”

The form picks a sensible default (card on file, then reader, then invoice) but you can choose any available option:

  • Charge card on file — charges the family’s saved card immediately. Greyed out with “This family has no card on file.” when there’s no saved card. Not offered for guests. Button: Book & charge.
  • Charge via reader — prompts the paired Stripe terminal for a tap. For member families the tapped card is also saved on file for next time. Unavailable if “This station isn’t paired to a reader.” While waiting you’ll see Waiting for the family to tap… with a Cancel tap button. Button: Book & charge on reader.
  • Issue invoice — holds the slot and emails a Stripe-hosted pay link. The rental stays Invoiced — awaiting payment until the invoice is paid. Button: Book & issue invoice. Invoices can’t be issued for $0.
  • Record cash / check — records a paid rental for money taken in person; choose Cash, Check or Other as the Method. Button: Book & record payment.

After a successful booking you land on the rental’s detail page. The renter receives a Pool rental confirmed email with a payment receipt (or a Pool rental invoice email with the pay link).