This guide takes you from an empty Shop Rentals dashboard to a fully configured rental shop ready to take walk-ins and online bookings. Plan 30 minutes for the first run-through.
Prerequisites
- A Levy Fleets subaccount with the Shop Rentals module enabled
- Operator-level access (your account needs
customer:viewand ideallypricing:viewpermissions) - Stripe set up for the subaccount — required for taking deposits and refunds
Step 1 — Create a pickup location
Go to Shop Rentals → Inventory in the sidebar.
In the Pickup Locations card, click + New Location and fill in:
- Name — what customers and staff will see (e.g., "Main Street Shop")
- Address — the street address; this appears on receipts and confirmation emails
- Timezone — pick from the dropdown. Critical for hourly bookings; if your shop is in Chicago and the timezone is UTC, all your timestamps will display 6 hours off
- Active — leave checked
Save. You can add more locations later (delivery depots, satellite kiosks).
Step 2 — Define vehicle models
Go to Vehicle Models in the sidebar (top-level, not inside Shop Rentals).
For each type of bike or scooter you rent, create a model. A "model" is a class of asset, not an individual unit — so "Specialized Sirrus 24-inch" is a model, and your three Sirrus units are individual vehicles of that model.
Required fields: name, vehicle type (bike / scooter / e-bike / moped), and manufacturer. Other fields (model year, image, specs) help your public booking page look good — fill them in if you have time.
Step 3 — Add individual vehicles
Go to Vehicles in the sidebar.
Click + New Vehicle for each unit. Critical fields for a static-asset shop:
- Vehicle number — your internal ID (the sticker on the bike). Customers see this at pickup.
- Vehicle model — link to the model from Step 2.
- Serial number — manufacturer serial. New for shop rentals — used for insurance claims and police reports if a bike is stolen. See Per-bike serial numbers.
You don't need to fill in IoT fields (IMEI, lock code, GPS) for a static shop — those are for shared-mobility fleets.
Step 4 — Set inventory caps
Back at Shop Rentals → Inventory.
In the Model Caps card, click + New Cap and pick:
- Location — the pickup location from Step 1
- Model — the vehicle model from Step 2
- Max quantity — how many of this model can be reserved at this location at once
The cap is what powers your availability check. If you have 5 City Bikes and you set the cap to 5, the public booking page will refuse a 6th overlapping booking.
Repeat for every model × location pair. If you only have one location, that's one cap per model.
Step 5 — Configure a pricing tier
Go to Shop Rentals → Pricing.
Click + New Tier and fill in:
- Name — what staff see (e.g., "Standard Hourly")
- Vehicle model (optional) — leave blank to apply to all models, or pick one for model-specific pricing
- Hourly rate — e.g., $10/hr
- Daily rate — e.g., $40/day. The pricing engine automatically picks the cheapest combination for any duration.
- Weekly rate — e.g., $200/week
- Deposit amount — e.g., $50. Held on the customer's card at booking time
- Free cancellation window — e.g., 24 hours. Within this window, full refund; outside, the cancellation fee applies
- Cancellation fee % — e.g., 25% of the base cost
- Late return grace minutes — e.g., 60. After this grace, the late-fee cron starts ticking
- Late return hourly rate — e.g., $15/hr after grace
See Pricing tiers for the full reference, including group discounts and overage rules.
Step 6 — Create a rental agreement template
Go to Agreements in the sidebar (under Car Sharing, but agreements are shared across both modules).
Click + New Template. Required:
- Name — what staff and customers see
- Body — the agreement text. Use
{{rider_name}},{{booking_number}},{{pickup_date}}for variable substitution - Sections — break the agreement into headed sections (Liability Waiver, Damage Policy, Insurance Disclosure, Arbitration Clause)
Mark active when you're ready. See Creating a rental agreement template for variable reference and section best practices.
Step 7 — Add your add-ons
Go to Shop Rentals → Add-ons.
For each item you sell alongside rentals, click + New add-on:
- Helmet ($5, safety category, bookable, quantity 10)
- U-Lock ($3, accessory, bookable, quantity 15)
- Child Seat ($8, accessory, bookable, quantity 5)
- Damage Insurance ($10, insurance, not bookable — unlimited)
- Delivery (variable, delivery category, not bookable)
"Bookable" means finite inventory. If you only have 10 helmets, mark it bookable with quantity 10 — the system will refuse to oversell. Insurance and services are typically not bookable (unlimited supply).
See Configuring add-ons for category semantics and pricing patterns.
Step 8 — (Optional) Enable public booking
Go to Shop Rentals → Public Booking.
- Pick a slug — your booking page lives at
https://fleets.levyelectric.com/book/<slug>. Lowercase, dashes, no spaces. - Set the button color and button text to match your brand
- Toggle Enabled
Your public booking page is now live. To embed it on your existing website, copy the embed snippet at the bottom of the page and paste it into your HTML or CMS. See Embedding the widget on your website.
Step 9 — Verify with a test booking
Go to Shop Rentals → Walk-in and run through a test rental against
yourself or a teammate. Use a real Stripe test card if your subaccount is
in test mode (4242 4242 4242 4242). Verify:
- The booking appears in Bookings with the correct total
- The waiver signing link reaches the customer
- The receipt PDF generates correctly
- A refund returns the right amount to wallet/card
If anything's off, see the FAQ or Stripe payment failures.
You're live
Your shop is now configured. The day-to-day flow is:
- Walk-ins → use the POS wizard
- Online bookings → arrive automatically via the public page; appear on the Desk manifest
- Returns → mark complete from the manifest or booking detail; log damage if needed
Common setup mistakes
- Forgetting the timezone on the location. Hourly bookings will be off by hours. Fix it in the location settings.
- Setting a cap for every model but one. If a model has no cap, it won't appear on the public booking page (no inventory ceiling = system can't promise availability).
- Pricing tier scoped to a model that doesn't exist yet. Create the model first, then the tier.
- Forgetting to mark the agreement template as active. Inactive templates won't appear in the walk-in wizard's waiver picker.