Most of the fields on the rental page are optional. The most important ones to fill-in when adding a new item: Item Name, Category, Quantity, Image, Description, and setting a Price (see below for details on setting Rental Prices).
Some example uses of options: available colors for tablecloths, flavors or servings for cotton candy machine, mod panels for a bounce house. Options can be linked to as many rental items as you wish. InflatableOffice will track availability of options.
If you want the option quantity to always be the same as the main unit, then use this feature.
1. Edit your rental, go to the Options tab.
2. Select 'Link Qty' for each option you want linked.
Now when you go to your quote page you'll notice that the option quantities will update with the main unit. These quantities update regardless of whether you are using a drop down, text box, or hidden input.
For example if you have a Bounce House with 3 mod panels, normally the customer has to choose the Bounce House, then they can choose the panel they want. Now, the customer can just see the Mod panel as if it was its own unit but the conflict system will still prevent double-bookings of the main unit and the panels.
To set this up, you'll want to do the following:
1. Set the Bounce House price to $0
2. Set the Mod panel prices to the price of the Bounce House.
3. Edit the Bounce House, go to the Options tab, and mark 'show options as separate units'
Now when you view your quote page you'll see your options listed as units and the Bounce House is no longer shown.
Normally when you choose to show options as separate units, the option name is used as the display name for the customer. If you have options that apply to multiple units, this may not work well for you. So, we allow you to choose to append the rental name to the option.
As an example, you might have an option called “Dora” that goes with your “4-in1 Bounce House” and your “15ft Slide”. In this case you would choose to append the rental names to the option so that the customers see “Dora 4-in1 Bounce House” and “Dora 15ft Slide”.
Child items are used when you want to have the same item displayed twice on the quote page, but have its availability tracked as if it is the same item. For example you can have a Slide displayed as both a Wet Slide and a Dry Slide. This will allow you to set different prices and/or categories for the same item.
Note: Child items should always have the same value in Quantity unless you’re using Structure.
Structure is field that shows up after you have a child item created. It is used when you can rent two or more pieces together to create a new item (see below).
If you have a rental item that you can rent out in pieces, such as a large obstacle course that has 2 or more pieces, InflatableOffice will appropriately handle the availability of all parts.
For example, say you have a 20 ft obstacle course and a slide. The customer can rent them together or each one separately, and the availability will be handled correctly.
To implement this, first add all your pieces into the system (as children). Next, you'll set the structure field in the following manner:
- Each individual piece should be assigned a letter and quantity.
- The items that are combinations of other pieces should be assigned a structure such as: A,B,C where the letters represent the pieces that make up the combination. Quantity is calculated by InflatableOffice according to the quantities of each individual piece.
Combination of two pieces. Notice the Structure
The slide and the 20ft OC are the pieces. Pieces of the Structure are set as single letters.
Prices for items are known as Price Categories (Settings->Price Categories). If some of your Bounce Houses are the same price, you can create a new price category called Small Bounce Houses and set it to $150/day. Then you can setup all of your small bounce houses to use that single price category. In the future if you want to raise all your prices, you only have to edit the single price category.
There are several different ways you can set your prices.
Daily Basic: One price for a 24hr period. If the item is rented for 25-48 hours, the price doubles.
Hourly Basic: One price per hour. If they rent for 30 mins, it charges half.
Hourly Standard: Allows you to set minimum and maximum rates. So for example you can set the minimum hours to 4 and the minimum charge to $500. Now if the customer requests the item for 4 hours or less, it always charges $500. If you set the hourly rate to $50 and they rent it for 5 hours, it will charge $550. Daily Rate is the price used if they hit or exceed the set Maximum Hours. The Daily Rate then behaves as the Daily Basic pricing, multiplying for additional days.
Price List: This is useful if you have set prices for certain hour increments. If you set a 4hr price of $100 and an 8 hour of $150, it will charge them $100 for 4 hours or less, and $150 for anything above 4 hours.
Hourly Advanced: Unless you know what a quadratic equation is, you probably don’t want to use this. It basically allows you to have the price increase with time and have that hourly price increase slowly taper off as time increases.
Example setting for hourly advanced
On the Price Categories page you can see what the amount will be by hour after saving the price by looking at the graph. Hovering over the major points on the graph will popup with coordinates showing you the hours and price.
You can see that for the first two hours the price is flat, then it increases with the length of the rental.
You can set different prices for different days of the week. If you set one price for Monday, you can leave the other days on ‘use previous’ and that will have all the other days use the Monday price.
In this example 140 will be the price for Monday-Thursday, and 200 will be charged for Friday-Sunday
You can set different prices for Residential vs Commercial customers (more options are available upon request). Simply click add new, when editing prices of a rental.
You can see the Condition on the left side has Customer Type Set to Residential and Commercial.
You can also set different prices for each rental based on delivery type (contact us to enable this feature).
In this example $150 is the base price for the unit. If Drop-Off is the delivery type, then $50 is added, but if Pick-Up is chosen, $0 is added.
If you want to track items by serial number, you will enter that number on the rental item. For example, if you have 2 of the same item you would set them up as follows:
1. Create one item with its serial number entered.
2. Edit it, modify the serial number, and click Save Copy.
Joust is listed twice with it’s serial number after it’s name. Each one is set to 1 quantity, which means you have a total of 2 Jousts.
On the customer quote page the Joust will be listed as if they are the same item with 2 quantity available. Items with the same name get grouped together.
Another scenario where you may want to have two items with the same name is if you own 1 Bounce House and often borrow, or rent a 2nd one from a friend. The item listed first on the Rental Inventory page will always be chosen first (if it is available). This priority can be adjusted by setting the Rental Order (Settings->Order).
If an item is out for maintenance it will affect the availability of that item. You can schedule when an item will unavailable and when it will become available again, or you can set it to be un-available indefinitely.
Go to Settings->Maintenance (under Rentals) to configure which items are unavailable.
Go to Settings->Maintenance to schedule an item for maintenance. If you leave the check-out date empty, then it will use today’s date. If you leave check-in empty, then the item will be unavailable until it is checked back in.
For convenience, you can easily put an item into maintenance from the Leads page once an event is over. Also a worker designated as a manager can also perform this task from the workers site. You can configure an Alert so you or your staff can be notified when this occurs.
After an event is over, you can click the rental name of the item to put in maintenance.
To make an item available again, simply click the red X next to it, and it will be checked-in and made available. If you click the X next to a rental in the Item History area, it will be removed from the history.
Click the Delete button to remove an item from maintenance and check it in.