A double booking happens when the same dress, or the same size, is promised to two customers for overlapping dates. It's one of the most stressful things in dress hire, and one of the most preventable.
Why double bookings happen
| Cause | Example |
|---|---|
| Bookings in more than one place | A DM booking isn't added to the spreadsheet the website uses. |
| No turnaround time | A dress is due back Monday and booked again for Monday. |
| Postage not allowed for | A dress can't physically arrive in time for a booking made the day before. |
| Sizes tracked together | A booking for one size blocks, or fails to block, the others. |
| In-store bookings | A walk-in hire at the counter isn't recorded online. |
| Late returns and repairs | A dress still at the dry cleaner is offered for its next date. |
1. Use one booking system for everything
Every booking, whether online, by DM, by phone or in store, should live in one calendar. When availability comes from a single source, a booking made anywhere blocks the dates everywhere.
- Website bookings block dates automatically at checkout.
- Record DM and phone bookings as manual bookings.
- Take counter bookings through Shopify POS.
2. Add buffer days before and after each hire
Buffers block extra days around each rental for posting, returns, cleaning and inspection. For example, 2 days before and 3 days after for postage. Set them for each delivery method, since pickup usually needs less time than post. Delivery settings
3. Set lead times and cut-offs
- Blocked days from current date stops customers booking a start date you can't meet.
- Same-day cutoff time stops today counting as bookable after a set time.
- Weekly booking cut-off blocks dates after your last postage run of the week.
Checkout, shipping and cut-offs
4. Track availability by size
If you stock the same style in several sizes, track each size separately so a booking for one size only blocks that size. If each dress is one of a kind, track by product. Inventory settings
5. Block dates for cleaning, repairs and closures
- Block out specific dates for a dress that's away for repair or photoshoots. Manually block dates
- Use holiday mode to stop all bookings while you're closed. Holiday mode
- Move bookings through statuses such as Returned and Cleaning & Repairs so you can see what's back and ready. Booking statuses
6. Lock the cart and delivery method
Stop checkout from undoing your rules:
- Lock rental quantity to 1 so customers can't book two of a one-off dress.
- Checkout Delivery Lock stops customers switching from pickup to post at checkout, which would break your buffer rules.
7. Bring in bookings from your old system
When you switch to a new booking system, import current and future bookings first so those dates are already blocked. Move from another rental app
What to do if a double booking still happens
- Contact the affected customer as early as possible.
- Offer similar available dresses in their size, with photos.
- Offer a full refund or a credit if nothing suits.
- Work out which cause above led to it, and fix that setting.
Frequently asked questions
Can a spreadsheet prevent double bookings?
It can work for a handful of bookings, but it relies on someone updating it every time. Once you take bookings online, a system that blocks dates automatically is far safer.
How many buffer days should I use?
Base it on your real postage times and cleaning turnaround. Start generous, for example a couple of days either side for postage, and reduce it once you know your timings.
Why does my Shopify product show sold out after a hire?
Shopify's stock count goes down with every order and doesn't know rentals come back. A rental booking app tracks availability by date instead. See how to take rental bookings on Shopify.
Do cancelled orders free up the dates?
Yes. When a booking is cancelled or the Shopify order is refunded or cancelled, the dates become available again.
