Physical service rental products¶
There are two types of service products in the Rental app that require different configurations: physical and non-physical (labor). This document focuses on the configuration of physical rental service products. A physical rental service product is a physical product that doesn’t require any stock movements. Some examples are:
Hotel rooms
Conference rooms
Work stations
Storage units
Configuration¶
Depending on the type of service product, the requirements differ. To learn more about the default settings for rental products, refer to the Configuration section on the Rental product types page.
To access the Rental app’s settings, navigate to .
The following configurations assume the Rental, Planning, and Sales apps are installed.
Configure materials and a role for the physical product¶
Before creating a service product in the Rental app, configure materials and create a role in the Planning app for the physical rental products (such as storage units or conference rooms).
This allows the Planning app to create and assign shifts for the physical rental product, and the Role links the rental materials to the rental service. Whenever the service is added to a rental order, the Rental app syncs with the Planning app to check and update the material shift availability.
Tip
It’s recommended to name the role after the service.
Example
Shady Grove needs to add a new room tier to the Rental app, the Deluxe Room. There are seven rooms that belong in this tier. Create a new Role by navigating to the . Click New and create the Deluxe Room Role.
To add the seven rooms as a resource for the Role, navigate to . Click New, enter the room number, and Deluxe Room for the Role column. Repeat that process for all seven rooms.
Create the Deluxe Room as a new Service product type by navigating to . Click New, then configure the Deluxe Room as a Service type product with the Plan Services checkbox enabled and the Deluxe Room role assigned.
Create a new service product¶
To set up a new rental service, go to and then click New. The new product form displays with the General Information tab open as default.
Initial product configuration¶
Important
The Sales and Planning apps must be installed for the Prepaid/Fixed Price option of the Invoicing Policy and Plan Services fields to be available. Enabling the Sales checkbox displays the Invoicing Policy.
In the new product window, the Sales checkbox is already enabled by default. Select the Product Type as Service. In the Invoicing Policy drop-down menu, select Prepaid/Fixed Price. Enable the Plan Services checkbox and either create a new role or select a pre-existing one.
Click the (Internal link) icon to open the product’s Role page. Enable the Sync Shifts and Rental Orders checkbox.
Tip
Assign a Category for room booking. It separates rooms from other services and can be used for reports on room occupancy.
Set a base rental period and price¶
To set the base rental price for a rental product, open the General Information tab and enter the lowest rental price in the Sales Price field. Next, click the Sales tab, then configure the following Rental section fields where applicable:
Periodicity: The unit of time the product will use for rental prices.
Padding Time: Blocks a rental product from being available for reservations. The setting is set to an hourly unit. This is available only if Hours is selected in the Periodicity field and the Inventory app is installed.
Pickup: The earliest time the customer can pick up the product to begin the rental period.
Return: The latest time the customer can return the product.
Optional: specify rental variants¶
Important
The Variants feature must be enabled for this tab to display.
Click Add a line, then select any room amenity or room item from the Attribute drop-down menu. To create a new one, enter the name and click Create and edit to configure the attribute and values.
Example
Shady Grove has a list of amenities it wants to configure for their Deluxe Room. The room has two types of bed configurations: two double beds or one king bed. The maximum occupancy per room is two adults or two adults and a child.
Navigate to the and click New to create a new product. On the Attributes & Variants tab, click Add a line and select the Bed as an Attribute. In the Values column, add 2 Double and 1 King. Repeat these steps until all amenities have been configured.
Add multiple rental prices¶
There are two ways to configure additional rental rates in the Rental app: Pricelists and the Prices tab.
Using the Pricelists method¶
Creating a new pricelist allows for better customization when applying rental rates to specific time periods, products, or customers by using Pricelist Rules. It is a separate form that users can apply to quotations or select on the rental product form to add new price rules to.
To create a new pricelist, go to and click New.
Example
Part 1
A photography studio rents out its photographers on an hourly and daily basis. The hourly rate is $30, but the studio offers a 20% discount for all-day sessions (eight hours or more). All reservations require a 24-hour notice to reserve a photographer. Navigate to and click the desired product.
Enter the Sales Price and then click the Sales tab and set the
Periodicity to Hours and enter 24 for the Padding Time.
Using the Pricelist method, navigate to and click New. Configure Pricelist Rules for the daily rate with the following settings:
Apply To: Select Product
Product: Select Photographer
Price Type: Select Discount
Min Qty: Enter
8
Using the Prices tab method¶
Important
The Pricelists feature must be enabled for this tab to display.
Rental rates can also be configured as a new price rule for an existing pricelist using the Prices tab on the product form. If no pricelist is configured beforehand, the Default pricelist is selected.
It is recommended to create a new pricelist first instead of using the Default pricelist. Keeping the Default pricelist blank ensures there is a clean pricelist for the base rental rate.
Navigate to , then click the desired product. Click the Prices tab and click Add a price.
Select the desired Pricelist, then enter the minimum time required for the price change to trigger in the Min. Quantity column. The Min. Quantity column is based on the Periodicity field in the Sales tab.
Lastly, enter the Price rate. Click the (Save manually) icon near the top to save.
Tip
Add a date range in the Validity column. To add a Validity column, click the (Settings) icon and enable Validity.
Example
Part 2
Using the same scenario in the Pricelists method example, use the Prices tab method by
navigating to and click the desired product
to configure. Click the Prices tab and select the Photographer Rental
option for the Pricelist column. Enter 8 in the Min. Quantity column
and enter 24 for the Price column.
eCommerce features¶
Important
This tab is only available if the Website app and eCommerce module are installed.
The eCommerce tab configures the product page on the website. Refer to the Product visibility and Product configuration sections for the eCommerce module for configuration instructions.
Refer to the Availabilities setting in the Rental app’s settings to set what days and business hours of the week customers can book or return rental products online at a company level. If the product isn’t published on the website, the setting does not take effect.
