Private links are unique booking URLs with pre-set inventory, dates, and custom pricing baked in. When a customer opens the link, everything is pre-filled -- they just confirm and pay. Use them for quotes, VIP pricing, group events, or any scenario where you want to control exactly what the customer sees.
Creating a private link
The creation flow is a two-step process:
Step 1: Select inventory
A visual card grid shows all available inventory items for the selected location, with photos, capacity information, and category labels. Click the item you want to include in the private link.
Step 2: Configure details
After selecting an item, fill in the booking details:
| Field | Description |
|---|---|
| Start date | The booking start date |
| End date | The booking end date |
| Start time | The departure time (with time picker) |
| Duration | Rental duration in hours. A dropdown shows available hourly slots from the item's pricing configuration with prices |
| Quantity | Number of units to book |
| Price override ($) | Custom price that overrides the standard rate. Leave blank to use the item's regular pricing |
| Staff note | Internal note visible to staff only (not shown to the customer) |
Customer pre-fill (optional)
Pre-fill the customer's information so it appears when they open the link:
| Field | Description |
|---|---|
| First name | Customer's first name |
| Last name | Customer's last name |
| Customer's email address | |
| Phone | Customer's phone number |
After saving, the system generates a unique URL and displays it for copying.
Managing private links
The private links table shows all links for the selected location:
| Column | Description |
|---|---|
| Inventory | The item name (and asset type if applicable) |
| Customer | Pre-filled customer name (or "No customer info" if not set) |
| Dates | Start and end dates of the booking |
| Price | Custom price if set, or "Standard pricing" |
| Staff Note | Internal note from the link creator |
| Status | Pending (unused), Redeemed (booked), or Expired |
| Created | Date the link was created and by whom |
| Last Sent | Date the link was last emailed to a customer |
| Actions | Copy, Send, or Delete |
Actions
Copy link
Click the Copy button to copy the private link URL to your clipboard. A confirmation appears when the copy is successful. Share the link via any channel -- email, text, chat, or social media.
Send via email
- Click the Send action.
- The recipient's email is pre-filled if customer info was provided.
- Optionally add a custom message that appears in the email body.
- Click Send.
The system sends a branded email with the booking link. The "Last Sent" column updates with the timestamp.
Delete
Click Delete to remove the private link. A confirmation dialog appears. Deleted links can no longer be accessed by customers.
Link lifecycle
Private links have a built-in expiration mechanism:
- Links expire based on the booking start date or 30 days from creation, whichever is later.
- Once a customer completes a booking through the link, the status changes to Redeemed.
- Expired and redeemed links return an error page when accessed.
Email template
Private link emails use the Booking Link (private_link) template in your email templates configuration. Customize the email content, subject line, and styling from the Marketing > Email Templates page.
Private links are ideal for sending quotes -- the customer clicks the link and books at the exact price you agreed on. Set the start date close to create urgency. Pre-fill customer information to reduce friction at checkout. Use the staff note field to record context about why the link was created (e.g., "Phone inquiry, quoted $200 for 2-hour rental").
Link not working -- Check whether the link has expired or has already been redeemed. Expired and used links return an error page.
Customer seeing the wrong price -- Verify the custom price set on the private link. The link price overrides your standard rates entirely. If no custom price is set, the item's regular pricing applies.
Email not sending -- Verify that the recipient email is valid and that your email templates are configured. Check the Booking Link template in Marketing > Email Templates.
Link expired too soon -- Links expire based on the booking start date or 30 days from creation, whichever is later. For quotes that may take time, set the start date further in the future.