RC Rental Calendar

Admin Dashboard > Rentals > Rental Calendar

Purpose: The "Rental Calendar" is a powerful scheduling tool in the Admin Dashboard that provides a comprehensive overview of all active, upcoming, and past rental bookings. Its primary purpose is to help users efficiently manage rental reservations, avoid scheduling conflicts, and optimize resource allocation. With its visual layout and interactive features, the Rental Calendar ensures a seamless rental operation and enhances customer satisfaction.

Key Features:

• Visual representation of all rentals, categorized by status.

• Real-time updates to reflect the latest bookings and changes.

• Color-coded entries for easy identification of booking statuses.

• Drag-and-drop functionality to reschedule or adjust bookings.

• Filtering and search options to focus on specific rentals, customers, or timeframes.

• Integration with inventory management to prevent overbooking.

How to Use the Rental Calendar:

1. Navigating to the Rental Calendar:

• Log in to the Admin Dashboard.

• Navigate to Rentals > Rental Calendar from the main menu.

• Ensure you have the necessary user permissions to access this feature.

2. Understanding the Layout:

The Rental Calendar displays rental bookings in a visual grid format:

• Timeframe View: Switch between daily, weekly, and monthly views to suit your operational needs.

• Color-Coded Entries:

  • Blue: Active bulk item rental.

  • Black: Active rental.

  • Fuchsia: Rental is late.

  • Gray: Active maintenance order; rental is blocked for this item.

  • Green: Rental starting.

  • Red: Rental ending.

• Details: Click on any entry to view detailed information such as:

  • Customer name.

  • Rental start and end dates.

  • Inventory items included in the booking.

3. Managing Rentals on the Calendar:

Instantly Add a New Maintenance Order:

1. Click the maintenance icon next to any of your rental items.

2. This will open the New Maintenance Order page.

3. Fill in the necessary details.

4. Save the Maintenance Order to update the calendar in real-time.

Modifying or Rescheduling Booking Details:

1. Ensure inventory availability to avoid conflicts.

2. Click on the booking entry.

3. Edit customer information, rental items, or dates as needed.

4. Save changes to update the order.

4. Using Filters and Search:

• Use the Search Bar to find bookings.

• Apply filters to narrow down results by:

  • Active: Any rental order that is active (starting, continuing, ending) during the selected time period.

  • Include Hold: This applies to maintenance and service orders. Whether there is any kind of hold placed on the order.

  • Order #: Enter a specific order number to search for it.

  • Time Period: How many days you would like to display on the calendar.

  • Date Range: Enter a specific date range to display.

  • Category: Specify All or any individual category to display.

Multiple filters can be applied simultaneously to refine results further, providing precise control over displayed bookings.

5. Availability Calendar:

The Availability Calendar feature allows users to check the availability of rental items for specified dates. This is particularly useful for:

• Preventing overbooking.

• Quickly determining if an item is free for a new booking.

• Planning maintenance schedules without disrupting bookings.

To use the Availability Calendar:

1. Navigate to the Availability Calendar tab.

2. Select the item category or specific item you want to check.

3. Choose the desired date range to view availability.

4. If any starting date is available for the selected item and quantity, the date will display as green. Simply click on the date to initiate the New Rental Order process.

6. Resolving Conflicts:

• Double-Booked Rentals: Use filters to identify and reassign items.

• Adjust rental dates or swap items to resolve conflicts promptly.

Best Practices:

• Regularly review the calendar to stay updated on upcoming and overdue rentals.

• Communicate promptly with customers if changes to their bookings are necessary.

• Keep inventory data updated to prevent scheduling errors.

Common Use Cases:

• Visualizing all rental bookings for a given timeframe.

• Quickly rescheduling bookings to accommodate customer requests.

• Managing high-demand inventory by monitoring rental conflicts.

• Ensuring optimal utilization of rental items and resources.

For additional help, contact the Any.Rentals support team or refer to the relevant sections of the knowledge base.