Create/Edit/Delete an Equipment Rentals Item

This article will outline how Recreation Management users can create, edit, and delete an item in Equipment Rentals. 

Important Note

• To restore deleted Equipment Rentals you must submit a Support Request. 

Create Equipment Rental Instructions

1. Navigate to the Equipment Rentals tab and Select Rental Item List 
   
    
2. Click the Create Rental Item button in the top right corner of the screen 
   
3. Fill in the fields under the Basics tab
    
   •  Item Name: The name of your item that will be displayed in the catalog. This name will also be what prints on a receipt when an item is reserved. 
   • Item ID or Number (optional): Provide an item number or ID number. the ID number can include numbers and letters. 
     • Note: The ID must be unique across all rental items, not just within the rental group.
   • Group: Select the Group you want to organize the item under. You can also create a new group by selecting the + (plus) symbol. To learn more about Rental Item Groups view our Create/Edit/Delete an Equipment Rental Group article. 
   • Location: Select the Location where the item is available to rent. Once selected, you will also be able to select a Facility where the item is available. 
   • Facility: Select the Facility where the item is available to rent. This field is optional and can be left blank if the rental item is available at any Facility in the Location.
   • Rentable with a Facility: If this option is enabled, this rental item will be available to reserve during a facility reservation. 
     • Note: If the rental item can be rented along a facility reservation for any Facility within the Location, leave the Facility field blank and only select a Location for the Rental Item. 
   • Available Quantity: Provide the number of this item that is available to rent. 
   • Receipt template: Select the receipt template you want to use for receipts of the item rental. You can create a new receipt template for this item by selecting the + (plus) symbol.
   • Description: Describe the item. This description will be displayed in the catalog. 
4. Click the Save New Item button, which will populate additional tabs to complete. 
   
5. Navigate to the Rate Types tab and click Add Rate
   
   
   Note: A rate type is required for the item to display on your catalog. If you are creating a free rental item, add a rate type with a $0.00 fee.
   
   
   Note: If your item is set up to be rented with a facility, the rate unit types must match. (for example: hourly = hourly, block = block). However, if your facility is hourly and the rental item is a flat fee, leverage the Fee Limit field. (example: Rental Item is a flat fee of $10. You would configure your rate as $10, and a unit type of hourly. Then you would put a fee limit of $10.)
6. Fill out the fields on the Add Rate Pop-Up Form 
   
    
   • Label (required): Create a name for your rate. This will be visible in the catalog and on receipts. 
   • Base Fee (required): Add a base fee and unit size 
     • Base Fee: Enter the dollar amount you wish to charge for the rate. 
     • Base Unit: Choose if the item can be reserved in Half Hour, Hour, Day, Block, or Minute units.  
       • Half Hour: Will rent the item in 30-min increments 
       • Hour: Rents the item by the hour 
       • Day: Rents the item in daily, overnight increments (commonly used for overnight lockers) 
       • Block: Rents the item by a specified block of time occurring on the same day
       • Minute: Rents the Facility by the minute 
     • Unit Size: Specify the size of the unit. For example, If you select the Hour unit and set the Unit Size to 2, the item will be booked in 2-hour increments. 
   • Fee Limits: Enter a minimum and maximum fee limit. These fields are optional. 
   • Min/Max Units: Add a minimum unit size. These fields are optional. For example, an Hourly rental with a Unit Size of 2, means each unit is 2 hours. A minimum unit of 2 would indicate a minimum of two-hour blocks (4 hours total) 
   • Dates (required): Select a date range for which this rate is available 
     • Repeat Annually: An Hourly rental with a Unit Size of 2, means each unit is 2 hours. A minimum unit of 2 would indicate a minimum of 2 two-hour blocks (4 hours total). 
   • Open Hours (required): Create a From and To hour range of when the item can be rented. 
     • If you selected the Day or Block type above, the From and To times will now function as check-in and check-out times. For the Day unit, the To time will cross over to the following day.
       • Example:  If the Day unit is selected and the open hours are from 9 am to 10 pm, then the item rental is good from 9 am on the first day to 10 pm on the second day.
   • Schedule Type (required): Use the drop-down menu to select a schedule type (Daily, Weedly, Monthly, Yearly) 
     • Daily: Choose if it will be an everyday fee
     • Weekly: Allows you to select the days of the week the rate will apply  
       • Days: Required if you chose a Weekly schedule; select which days to apply the rate. 
   • Taxes: Select any tax type(s) that may apply 
     • Price Include Tax: Check to include the tax amount on the promoted price. 
   • Account Flag: Select an Account Flag from the list if the rate is restricted only to households or users with that flag. 
   • Residency: Select residency requirements (Available to All, Residents Only, Non-Residents Only)
   • Online Availability: Choose where the rate is available to be used (Available Online and In-House, Available Online Only, Available In-House Only) 
   • GL Code: Select a GL code for rentals using this rate type, N/A will use the item's GL configuration 
7. Navigate to the GL Codes tab
   
8. Use the drop-down menu to assign one or more General Ledger Codes for item revenue, as needed.
   
    
   • GL Code: Select a GL Code from the drop-down menu
   • $ / &: Input either a fixed dollar amount or a fixed percentage rate
   • Note: It is most common to select one code and assign it a percentage of 100. This is what we highly recommend. However, we do support the ability to assign more than one code, and we also support the ability to assign codes by an exact dollar amount. We do not recommend this. Using percentages makes it easier for the system to properly account for money even if your staff has to alter fees at checkout for some reason.
9. Click the Save Item Button 
   

Optional Tabs for Creating an Equipment Rental Item

Addons/Discounts 

 

• Click Add Add-on or Add Discount 
• Select from the list of created options 
• Select a GL code: Select the GL code that the revenue for the add-on should go towards
• In-House: Select if payment for In-House (in person) transactions is required immediately, can optionally be collected now or later, or must be paid later.
• Online: Select if payment for Online transactions is required immediately, can optionally be collected now or later, or must be paid later. 

Prompts 

 

• Tags: Select relevant tags. To see how to create tags view our Create Item Tags article.  
• Prompts: Connect any prompt you want the customer to answer during checkout. To see how to create a Prompt view our Create a Prompt article. 
• Waivers: Add any necessary waivers. View our Create/Edit/Delete a Waiver article to see how to create a Waiver. 
• Attachments: Select any attachments. View our Create/Edit/Delete an Attachment article to see how to create an attachment. 

Receipt 

 

• Add any notes that should be included on the bottom of the customer's receipt. 

Gallery

 

• Drag and drop or click to upload images of the item. Images will be displayed on the catalog and can be seen by internal and public users before renting the item. 
  • Note: The ideal size for the gallery inside a facility is 1000 x 750 pixels (close to 200 KB).

Edit Equipment Rental Item Instructions

1. Navigate to the Equipment Rentals Tab and Select Rental Item List 
   
2. Select a Group to expand the Rental Item Group 
   
3. Click the Edit tool next to your desired Equipment Rental Item 
   
4. Edit the Equipment Rental Item as needed. To see all the tab options view How to Create an Equipment Rental and Optional Tabs for Creating an Equipment Rental Item. 

Delete Equipment Rental Instructions

This section will outline how Recreation Management users can remove an item in Equipment Rentals. This will hide them from use in the Catalog. This will not affect past transactions and receipts. 

 

1. Navigate to the Equipment Rentals Tab and click on Rental Item List 
   
2. Select a Group to expand the Rental Item Group
   
3. Click on the red X next to the item you want to remove. 
   
4. Click OK to the Delete this Item? Pop-up Window 
   

In-Article Glossary

Review the Help Center Glossary, a comprehensive explanation of the acronyms, abbreviations, and company-specific terminology. The terms located in this section are listed alphabetically:

• GL: General Ledger 
• ID: Identification 
• N/A: Not Available 

Resources

• How to Duplicate an Equipment Rental 
• How to Rent Equipment in the Catalog