# User Manual ## EQrento — System Documentation *Settings, Catalog & Operations* *** ## 1. Introduction This document describes the EQrento platform — a SaaS solution for managing equipment rental in a B2C model. It is organized in two parts. Part I covers the configuration modules found under Settings. Part II covers the catalog and day-to-day operational modules available from the main menu: Home, Orders, Clients, Equipment, and Transport. Settings configured in Part I affect both the Online Booking page (visible to your customers) and the back-end administration panel (used by you and your team). The document is intended for EQrento customers configuring the system, administrators managing daily operations, and implementation or support teams. > **How to read this document** Each module is presented in the same structure: a short introduction, a table listing every available field or option with its description, and one or more callouts highlighting business logic, dependencies between modules, or practical tips. Field tables are a quick reference; callouts provide supporting context. *** ## 2. Recommended setup order Because settings in different modules depend on each other, the order in which they are configured matters. The recommended order minimizes the need to revisit modules later. 1. **General Settings → Appearance, Localization** — branding and regional settings. 2. **General Settings → Integrations & API** — Google API keys (required by Branches for distance-based delivery). 3. **General Settings → Bookings & Payments, Notifications** — reservation rules, Stripe, deposits, reminders. 4. **Tax** — define tax rates before configuring branches. 5. **Custom fields** — build the forms used by equipment, orders, booking, transport protocols, fleet, and more. 6. **Roles and Users** — define roles, then add team members and assign them. 7. **Branches** — create branches, set opening hours, delivery rules, and additional costs. 8. **Fleet** — register the vehicles used by the Transport module. 9. **Product Groups** — build the category tree, configure pricing, custom fields, and Online Booking visibility. 10. **Add physical products** in the Equipment database so categories become visible on Online Booking and operations can begin. *Once these modules are configured, the platform is ready for day-to-day operation: managing the catalog, taking reservations, planning transport, and analyzing performance through the dashboard.* *** **PART I — Settings** *** ## 3. General settings — Appearance To open the module, select General Settings from the left-hand menu. General Settings consists of five tabs: Appearance, Localization, Bookings & Payments, Notifications, and Integrations & API. The Appearance tab adapts EQrento to your brand identity. Settings entered here are visible mainly on the Online Booking page used by your customers, and partially on the login screen of the administration panel. ### 3.1. Available fields | Field / option | Description and use | | -------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Logo** | Image displayed on the Online Booking page. The logo is shown to customers placing reservations and should be high quality and aligned with your visual identity. | | **Login background image** | Image shown in the background of the EQrento administration panel login screen. Visible only to you and your team — end customers do not see it. | | **Logo URL** | Link opened when customers click the logo on the Online Booking page. Typically points to your company website or a dedicated landing page. | | **Project color** | Primary interface color used for action buttons and visual highlights. Choose a color that matches your brand and provides sufficient contrast against the background. | > **Best practice** A PNG logo with a transparent background is recommended — it renders correctly regardless of background color. Pick a project color consistent with your brand book to maintain visual coherence across the platform. *** ## 4. General settings — Localization The Localization tab controls all regional settings: languages, date and time formats, time zone, currency format, and units of measurement. Changes made here apply to both the administration panel and the Online Booking page. ### 4.1. Available fields | Field / option | Description and use | | -------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------ | | **Available languages** | Languages in which the system will be available — both for your customers (Online Booking) and for back-end users (administration panel). | | **Default language** | Language set as the default in the interface and in system notifications. Used when a customer has not explicitly chosen another language. | | **Date format** | Template for displaying dates, e.g. dd/mm/yyyy or mm/dd/yyyy. Affects how dates are presented in the panel and in customer communication. | | **Time format** | How hours are displayed — 24-hour or 12-hour (AM/PM). | | **Time zone** | Time zone of your operations. All reservation timestamps and reports are stored and displayed according to this setting. | | **Currency format** | Template defining how amounts are displayed in the system (currency symbol, decimal separator, thousands separator). | | **Delivery distance unit** | Unit used to calculate delivery cost: kilometers or miles. Works together with the Google API integration (see chapter 7). | > **Cross-module dependency** The delivery distance unit is used by the Google Places API and Google Distance Matrix API integration to automatically calculate delivery cost between your branch and the customer's address. Configuration of that integration is described in chapter 7. *** ## 5. General settings — Bookings & Payments The Bookings & Payments tab combines two related groups of settings. The first defines how customers can place reservations through Online Booking and what they see during that process. The second controls payments — including prepayments and automatic final payments. ### 5.1. Reservation settings | Field / option | Description and use | | -------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Allowed online reservations in advance (days)** | Maximum number of days in advance a customer can place an online reservation. Use this field to restrict reservations for logistical, operational, or business reasons. Example: setting the value to 2 means customers cannot reserve equipment for a date sooner than 2 days from today. | | **Auto-cancel Unfinished Online Orders (minutes)** | Number of minutes after which the system automatically removes incomplete online reservations — those where the customer did not finalize the payment step (did not attach a card in the payment system). This mechanism prevents spam and frees reserved equipment. IMPORTANT: orders created manually in the back-end are NOT automatically removed — this applies only to online orders. | | **Booking Order Prefix** | Text added in front of every reservation number generated by the system. Any prefix can be used, e.g. company initials or year code. | | **Show Price List** | Toggle that decides whether the price list is shown under each product on Online Booking. Depending on the pricing type configured for the product group, the customer sees the corresponding price ranges. | | **Show filters on booking page** | Toggle controlling visibility of the filters (branches, categories) in the left column of Online Booking. | | **Week Start Day** | Defines which day of the week (e.g. Monday or Sunday) is shown first in the calendar on Online Booking. | ### 5.2. Payments and prepayment | Field / option | Description and use | | ---------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Online Payment** | Master toggle that activates the Stripe payment gateway integration. If disabled, reservations placed via Online Booking automatically generate a confirmed booking in the back-end WITHOUT requiring the customer to attach a card. | | **Active payment methods** | Defines which payment methods are available to customers during checkout (e.g. card, bank transfer). | | **Prepayment Required (Yes / No)** | Decides whether a prepayment is collected when a customer places an online reservation. | | **Prepayment Value** | Percentage of the reservation value collected as a prepayment. Example: 20% means the customer is charged 20% of the total reservation amount. | | **Prepayment Interval (minutes)** | Time delay (in minutes) before the system automatically charges the prepayment. Example: 5 minutes means the prepayment is collected 5 minutes after the customer places the reservation. | | **Days before automatic payment** | Number of days before the reservation start date when the system automatically charges the remaining amount (after the prepayment). Example: if the rental starts on July 5 and the field is set to 3, the system charges the remaining amount on July 2. | | **Stripe Secret Key** | API key used to process online payments through Stripe. Refer to the Stripe documentation to retrieve the key from the Stripe dashboard. | > **Payment logic — example** Configuration: prepayment 20%, prepayment interval 5 minutes, days before automatic payment 3, rental start July 5. The customer places the reservation on July 1 at 14:00. At 14:05 the system charges 20% (prepayment). On July 2 the system charges the remaining 80%. The customer picks up the equipment on July 5 with the reservation fully paid. *** ## 6. General settings — Notifications The Notifications tab controls automatic email communication sent by EQrento to your customers. It defines when reminders are sent and what the base email template — used across the whole system — looks like. ### 6.1. Available fields | Field / option | Description and use | | --------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Upcoming Payment Reminder (days prior)** | Number of days before the payment due date when the system automatically sends an email reminder about the upcoming payment. | | **Email Notification for Equipment Return (days before)** | Number of days before the equipment return date when the customer receives an automatic email reminder that the rental is approaching its end. | | **Basic Email Template (HTML)** | Default HTML template used for all system notifications in EQrento. The template defines the header, footer, color scheme, and overall layout of emails. Specific notification content is inserted into this template. A preview of the template is available after saving — use it to verify the final appearance before activating. | > **Tip** The email template is edited in HTML. Keep visual consistency with your brand and send a test notification to yourself before saving. *** ## 7. General settings — Integrations & API The Integrations & API tab lets you connect external Google services that extend EQrento functionality. The current integration covers automatic calculation of product delivery cost based on distance retrieved from Google Maps. ### 7.1. Google API integration The integration requires two separate API keys (Google Places and Google Matrix) and the country in which you operate. Once configured, the system automatically calculates delivery cost based on the distance between your branch and the customer's address — in the unit selected in the Localization tab. To generate the required keys, open the Google Cloud Console, create a project, and enable the Places API and Distance Matrix API services. You will find the key icon in the API credentials section of the Console. | Field / option | Description and use | | ----------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Google Places API Key** | API key for the Google Places service, used for searching and autocompleting delivery addresses during reservation. | | **Google Matrix API Key** | API key for the Google Distance Matrix service, used to calculate the distance (and therefore the delivery cost) between the branch and the customer's address. | | **Google Places API Country** | Country code that limits Google Places address search results to the chosen market. All three fields are required for the integration to work. | > **Integration requirements** All three fields are mandatory. Missing any one prevents automatic delivery cost calculation. Generate the keys in the Google Cloud Console and enable the relevant services (Places API, Distance Matrix API). *** ## 8. Product groups Product Groups (also called categories) organize your equipment catalog. To manage them, go to Settings in the menu, then choose the Product Groups subsection. Product groups support unlimited nesting, which means you can build any tree of subcategories — with specific equipment models at the deepest level. Example hierarchy: Bikes → Gravel bikes → Bianchi XYZ. To add a new group, click Add product group in the top right corner. The form is divided into three tabs: Basic information, Pricing, and Online Booking Settings. ### 8.1. Basic information | Field / option | Description and use | | ------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Name** | Category name displayed in the product list on the Online Booking page. | | **Is model (toggle)** | Marks this group as a specific model of equipment. A model should always be the lowest layer in the hierarchy. Example: Bikes → Gravel bikes → Bianchi XYZ — only the last level is marked as a model. | | **Multi-piece (toggle)** | ON: products in this category can be reserved in multiple units within a single reservation. OFF: each product is treated as a unique single item — one reservation, one unit. | | **Media** | Images displayed for the category on Online Booking. The first image is used as the category cover; subsequent images are also shown on the category page. | | **Equipment data fields** | Form defining the additional data fields shown in the equipment catalog in the back-end. Different forms can be assigned to different product groups — e.g. one form for kayaks and another for bikes. | | **Handover form** | Form used for the equipment handover and return protocol. Different handover forms can be configured per product group. | ### 8.2. Pricing The Pricing tab lets you configure rental rates for the selected category. Several pricing models are available, and more than one can be active for a single group at the same time. #### 8.2.1. Available pricing types * Hourly rental — price per hour, configured as ranges (e.g. 1–3 h, 3–8 h). * Hourly packages — fixed packages of hours at a fixed price (e.g. 2 hours = X, 5 hours = Y). * Daily rental — price for full-day rentals, configured as day ranges (e.g. 1–3 days, 3–10 days). * Nightly rental — model similar to hotel rooms: pickup in the afternoon, return next day before noon, configured in night ranges. * Weekly rental — price per rental period in weeks; supports separate billing of extra days and short rentals. * Monthly rental — price per rental period in months; supports separate billing of extra days and short rentals. #### 8.2.2. How pricing ranges work Each pricing type is configured as a list of ranges. For each range, you set the price applied when the rental falls within that range. You can add as many ranges as needed. Example (hourly): range 1–3 hours = $50, range 3–8 hours = $40. > **Important — last range applies to longer rentals** If the rental is longer than the last range defined, the price from the last range is applied. Example: the last range is 10–15 days at price X. A customer renting for 30 days will also pay price X. Always make sure the last range correctly reflects the price you want for long-term rentals. #### 8.2.3. Weekly and monthly — extra days settings | Field / option | Description and use | | ------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Charge extra days separately** | When enabled, days that exceed full weeks (or months) are billed separately at the daily rate. Example: a 10-day rental is 1 week + 3 extra days. With this option ON, the 3 extra days are charged on top of the weekly price. | | **Charge daily rate for rentals shorter than the first week** | When enabled, rentals shorter than one full week (or month) are billed using the daily rate instead of the full weekly/monthly rate. Example: a 3-day rental is charged as 3 × daily price instead of a full week. | ### 8.3. Online Booking settings | Field / option | Description and use | | ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Display on online store (toggle)** | Decides whether the category is shown on the Online Booking page. The category appears only if at least one physical product is assigned to it. Visibility is also branch-scoped. | | **URL for booking** | The full booking URL for this category is composed of a fixed prefix (e.g. `https://booking.yourdomain.soltix.dev/product/`) and an editable slug that you define here. The slug is the last part of the URL. Use it for SEO-friendly links and to preview the category directly in a browser tab using the View Category Live button. | | **Description (multilingual)** | Description shown on Online Booking for the category. Can be configured in 11 languages: PL, EN, ES, DE, FR, NL, PT, IT, SV, AR, SR. | | **Description custom fields** | Custom fields displayed in the category description on Online Booking. | | **Custom fields in checkout** | Fields the customer must fill in during checkout when reserving a product from this category. Different fields can be configured per category — e.g. a bike rental can require height and weight. | > **Prerequisite for visibility on Online Booking** A product group is shown on Online Booking only when (1) the Display on online store toggle is ON and (2) at least one physical product is assigned to it. With multiple branches, the product is visible only to customers selecting the branch to which the specific product belongs. *** ## 9. Roles Roles define the level of access of your employees to the EQrento back-end. To manage roles, go to Settings → Roles. You can create any number of roles by clicking Add role, or edit existing ones. ### 9.1. Available fields | Field / option | Description and use | | ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Role name** | Name of the role, e.g. Branch supervisor, Sales agent, Logistics. | | **Default path** | View to which a user is automatically redirected after login. Example: sales agents can be sent directly to the equipment and reservations calendar, while delivery and pickup staff can be sent straight to the operations calendar. | | **Access permissions (checkboxes)** | Checkboxes that define which application views users with this role can access. Each view is described by its URL path, which makes it easy to verify exactly which view a given role has access to. | > **Role vs. user — how they interact** When a role is assigned to a user, all permissions defined in the role are automatically granted. In addition, any user can be granted extra views manually, on top of the role's defaults — see chapter 10. *** ## 10. Users The Users view (Settings → Users) is where you add and manage the people who can log in to the EQrento back-end. ### 10.1. Available fields | Field / option | Description and use | | ------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | | **First name / Last name** | The user's name. | | **Email** | Email address used to log in. | | **Phone** | Contact phone number. | | **Role** | Role assigned to the user, defined in Settings → Roles. Sets default permissions. | | **Password** | Password assigned to the user. | | **Allow price modification (toggle)** | Decides whether the user can modify product prices. Useful when you do not want sales agents or rental staff to override prices defined in product groups. | | **Default path after login** | Overrides the role's default path for this specific user. | | **Additional views and permissions** | Extra views or permissions granted to the individual user, on top of those defined by their role. | > **Permission model** The effective permissions of a user are the union of (1) permissions defined in their role and (2) permissions added individually to the user. This makes it easy to grant exceptions without creating a new role for every edge case. *** ## 11. Branches EQrento supports any number of branches of your rental business. Each branch can have its own configuration. To manage branches, go to Settings → Branches. The branch form is divided into three tabs: Basic settings, Opening hours, and Costs & Delivery. ### 11.1. Basic settings | Field / option | Description and use | | --------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Branch name** | Name of the branch. | | **Email address** | Email used to send all automatic notifications related to the branch. These are the same notifications sent to customers — e.g. reservation confirmations or payment reminders. The branch receives a copy. | | **Tax rate (VAT)** | Tax rate used for orders placed at this branch, selected from rates configured in Tax settings (chapter 14). Different branches can use different tax rates. | | **Branch photo** | Image representing the branch. | | **Branch location** | Address used as the starting point for delivery cost calculation. Requires Google Places API and Google Matrix API to be configured in General Settings → Integrations & API. | | **Success page text** | Text shown to the customer on the success page after a successful Online Booking — i.e. after the payment card is successfully attached through the payment gateway. Can be customized per branch, e.g. to thank the customer or provide branch-specific instructions. | ### 11.2. Opening hours In the Opening hours tab you decide on which days and during which hours the branch is open. These settings are particularly important when you use hourly or hourly-package pricing — customers on Online Booking can only select an hourly slot within the branch's opening hours. ### 11.3. Costs and delivery #### 11.3.1. Delivery settings | Field / option | Description and use | | -------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Free delivery** | When enabled, delivery for this branch is free regardless of rental length. | | **Free delivery above (days)** | Threshold of rental length above which delivery becomes free. Example: setting the value to 5 means delivery is free for any rental longer than 5 days. | | **Delivery cost type** | Either fixed cost per delivery, or per mile / per kilometer. The per-distance option requires Google Places API and Google Matrix API. | | **Fixed price (per delivery)** | Base delivery price applied to every delivery. When combined with per-mile/per-km cost, this is added on top of the distance-based amount. | | **Per-mile / per-kilometer cost** | Cost charged for each mile (or kilometer) of distance. Example: fixed price $20 + $2 per mile, distance 30 miles → customer pays $20 + 30 × $2 = $80. | | **Personal pickup available (toggle)** | When enabled, the customer can choose personal pickup instead of delivery in the Online Booking checkout. | #### 11.3.2. Additional costs Each branch can have any number of additional costs configured. They can represent surcharges (e.g. credit card fees, city taxes) or optional add-ons (e.g. helmet, life vest, insurance). | Field / option | Description and use | | --------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | Name of the additional cost displayed to the customer and in the back-end. | | **Cost type** | Fixed: a fixed amount is added to the order. Percentage: a percentage of the order total is added (useful for credit card fees or percentage-based city taxes). | | **Value** | Numeric value of the cost — an amount (for fixed) or a percentage (for percentage type). | | **Calculation basis** | Defines whether the cost is calculated against the entire order or per day. Example: a city tax of $2 per day uses Fixed type, value $2, and per-day calculation. | | **Optional cost (toggle)** | When ON, the customer can choose during checkout whether to add this cost. Useful for add-ons such as helmets or insurance. When OFF, the cost is automatically added to every order. | | **Additional optional sub-costs** | Allows the customer to choose between several variants of the same cost — e.g. Insurance X vs Insurance Y at different prices. The customer selects one variant during checkout. | > **Use cases for additional costs** Credit card fee — Percentage type, calculated on the whole order, not optional. City tax — Fixed type, calculated per day, not optional. Helmet rental — Fixed type, optional. Insurance with variants — Optional cost with sub-costs (Basic vs Premium); customer selects one variant in checkout. *** ## 12. Fleet The Fleet subsection (Settings → Fleet) is used to register the vehicles your company uses in the Transport module to plan deliveries and pickups of rented equipment. If you use the Transport module, the vehicles added here are the ones available for assignment to drivers. ### 12.1. Adding a vehicle | Field / option | Description and use | | ----------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Brand** | Manufacturer of the vehicle. | | **Model** | Model of the vehicle. | | **Registration number** | License plate / registration number. | | **Custom fields** | Optional additional information about the vehicle, built using the Fleet custom fields form (see chapter 13). Examples: inspection dates, current mileage, and other fleet-specific data. | ### 12.2. Service information After opening a vehicle from the fleet list, a helper submenu gives access — alongside the basic data — to a Service information tab. There you can leave service notes for the vehicle: enter a service date and a note, for example to record that an oil change was performed on May 25. > **Why the fleet matters** The fleet feeds the Transport module. Each vehicle registered here can be assigned to a driver and linked to delivery or pickup tickets. Keeping service information up to date helps plan maintenance windows around your rental schedule. *** ## 13. Custom fields The Custom Fields section (Settings → Custom Fields) lets you build your own forms, which are used across many areas of the system. Forms are organized into categories — each category targets a specific area of EQrento. ### 13.1. Form categories | Category | Where the form is used | | ----------------------------- | ------------------------------------------------------------------------ | | **Equipment** | Custom fields displayed in the equipment database (back-end). | | **Order** | Additional fields displayed in the Orders tab of your orders. | | **Client** | Fields and forms related to client records. | | **Booking** | Fields displayed in the Online Booking flow. | | **Service operations** | Fields available in service operations. | | **Transport protocol** | Fields used in handover and return protocols. | | **Failures** | Fields used in the equipment repair / failure report. | | **Fleet** | Additional fields displayed for the vehicles in your fleet. | | **Service protocol** | Fields used to build the service protocol. | | **Description custom fields** | Fields that define how your product description looks on Online Booking. | ### 13.2. The Custom Fields builder Inside a category (for example Equipment), you can create a new form or edit an existing one. The builder is made up of multiple rows, into which you can place fields of different widths. The Components panel on the left provides the building blocks. #### 13.2.1. Component categories | Component group | Available components | | ---------------------- | -------------------------------------------------------------------- | | **Inputs** | Text, number, date, time, code, text area, and similar input fields. | | **Range** | Range components, e.g. date range. | | **Buttons** | Buttons that can be added to the form. | | **UI** | Layout elements such as a divider or display text. | | **Select and Options** | Switch, Select, Checkbox, and Radio components. | | **Files** | File Picker and Signature components. | | **Other** | Accordion and Repeater components. | #### 13.2.2. Building a form Drag any component from the list and drop it into the attribute builder. Clicking a newly added attribute lets you configure it. | Field / option | Description and use | | ----------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name (multilingual)** | The attribute label, which can be entered in multiple languages. | | **Icon** | An icon associated with the attribute. | | **Size** | The width / size of the field within its builder row. | | **Validation required** | Whether the field is mandatory. | | **Display options** | Decide where the component appears: e.g. in the equipment listing, in the handover/return protocol, or on the offer/contract or transport protocol PDF. For Equipment attributes, you can additionally decide whether the equipment database can be filtered by that attribute. | > **Why custom fields are powerful** Custom fields make EQrento highly flexible: you decide exactly what information is captured and where it is shown — from the equipment listing to checkout forms and printed PDF protocols. Marking an Equipment attribute as filterable, or as visible in the equipment table, surfaces key data (such as insurance dates) directly in the listings. *** ## 14. Tax The Tax tab (Settings → Tax) lets you add any number of taxes and percentage tax rates, which can then be assigned to a branch. This means the system supports different tax rates depending on your location. ### 14.1. Managing tax rates | Field / option | Description and use | | ---------------- | ---------------------------------------------------------------------------- | | **Value** | The tax rate, expressed as a percentage. You can add or edit rates. | | **Default rate** | When editing a rate, you can mark it as the default tax rate for the system. | > **Tax and branches** Each branch (chapter 11) is assigned a tax rate from this list, so different branches can apply different rates. In an order, the tax is taken automatically from the branch settings, but it can also be changed manually for an individual order (see chapter 18). *** ## 15. Commissions The Commissions tab summarizes the commission owed to users who have the Concierge profile. A concierge is a user (created in Settings → Users) who can be assigned to an order — manually or automatically. When a concierge is linked to an order, this tab shows, for a selected date range, the order value they generated and the commission due. ### 15.1. How commissions work * **Default commission percentage** — each concierge has a default commission percentage predefined in their user settings. * **Per-order override** — the default percentage can always be changed individually within a specific order. * **Date-range summary** — the tab lets you pull a summary of the commission owed to each concierge for a chosen period. > **Important — paid orders only** A concierge earns commission only on orders that have the status Paid. Orders that are booked but not yet paid do not count toward commission. *** ## 16. Logs The Logs tab is the last item under Settings. It records exactly what was modified in the system: the date and time, the user who made the change, and the IP address used. For example, you can see which user edited order XYZ and when. ### 16.1. Log details Clicking a log entry opens its details, where you can verify what was changed — the original value and the new value. This gives you full traceability of every action your users perform in the administration panel. *** **PART II — Catalog & Operations** *** ## 17. Home (Dashboard) Home is the first tab in the main menu. It is a dashboard presenting the core statistics collected by the system. At the top, statistics can be filtered by a date range (from / to). ### 17.1. Payments The Payments section shows the value of payments that are completed, finished, planned, or outstanding for a given month. Hovering over a month on the line chart reveals financial details. The Payments chart can also be filtered by branch, so you can see the revenue and financial results generated by a specific branch. ### 17.2. Number of bookings The Number of Bookings section shows how many orders were completed in total during the selected period. ### 17.3. Occupancy The Occupancy metric shows the utilization rate of your equipment fleet — what percentage of your available equipment was rented out during the selected period. Use it to identify underutilized items or periods of high demand. ### 17.4. Best performing categories The Best Performing Categories section shows which product groups generate the highest revenue during the selected period. Use it to identify your most profitable rental lines and adjust marketing or pricing accordingly. ### 17.5. Payments summary and CSV export The Payments section also includes a summary of all orders and their statuses, which can be filtered. For example, to quickly review Payments Outstanding, filter the Payments list to see the payment, order number, client, creation date, location, rental start, rental end, and the outstanding value. > **CSV export** The entire Payments section can be exported to a CSV file for filtering in Excel. The CSV file contains additional information beyond what is shown on screen, including details of the equipment included in each order. *** ## 18. Orders The Orders tab in the main menu opens the calendar view. It is the central workspace for managing reservations, available in two layouts — Calendar and List — switchable via a tab. ### 18.1. Equipment calendar In the calendar view, every row is one of your equipment items, broken down by day. This makes it easy to see which equipment is rented and to whom. Calendar tiles use colors to convey order status. #### 18.1.1. Tile colors | Status | Tile color | | --------------------------------- | ---------- | | **Paid** | Green | | **Booked (not yet paid)** | Blue | | **Payment outstanding** | Red | | **Delivered (with the customer)** | Blue | | **Processing** | Gray | | **Cancelled** | Orange | #### 18.1.2. Filtering and search Above the equipment calendar you can filter by: * Date range — any custom range for the calendar. * Branch — show only equipment from a specific branch. * Equipment status — e.g. show only products with payment outstanding. * Category — show only equipment from a chosen category or subcategory, following your category tree. You can also use the search box to find a specific equipment item by name or ID and see the calendar for that item only. ### 18.2. List view The List view displays all orders in a table, sorted from newest to oldest. Each row shows the order number, status, client, creation date, rental period, branch, total amount, payment type (e.g. online payment or cash), and the equipment assigned to the order. Advanced filters let you filter the order list by: * Status * Branch * Rent from / rent to dates * Created by — the sales agent who created the order * Payment method * Order source — Online Booking or back-end order ### 18.3. Order details Order details can be opened from both views. In the calendar, clicking a tile shows a quick preview, with the option to open full details. In the list, clicking an order opens its full details directly. The details start with a progress bar showing when the order was booked, when payment is scheduled or was made, and the rental and planned return dates. #### 18.3.1. Equipment section In the Equipment section you can edit the products assigned to the order: | Field / option | Description and use | | ------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Category / Equipment** | Change the category or swap the specific equipment item using the select dropdown. | | **Price per day** | Adjust the daily price for the equipment item. | | **Discount type** | Choose between Value and Percentage. Value reduces the order by a specific amount; Percentage applies a percentage discount (e.g. 10%). | | **Delivery cost** | The transport cost for the equipment item. If Google Distance Matrix API is connected, a per-km / per-mile cost can be entered to calculate delivery automatically. | #### 18.3.2. Additional costs In the Additional Costs section you can add any number of extra costs. Using a select, you can choose costs defined for the branch in Settings → Branches. You decide whether the cost is percentage- or fixed-amount-based, enter its value, and decide whether it applies to the whole order or per day — so a tax of $2 per day, for example, is added automatically based on rental length. #### 18.3.3. Additional information In the Additional Information section you enter the client. The client can be selected from the existing client database, or added with the Add new client button (first name, last name, email, phone). Below the client, the Custom Fields defined for the Orders category (see chapter 13) are displayed — these can be any additional fields, files, photos, and so on. #### 18.3.4. Order management panel (right side) The right side of the order edit / add screen contains the management controls: | Field / option | Description and use | | ------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Status management** | Change the order status manually and set the date when the status was changed. | | **Transport protocol (toggle)** | Decide whether a transport protocol is created for the order — i.e. whether handover and return will be handled via the Transport module. | | **Automatic emails** | Enable or disable automatic emails for the order. | | **Requires attention (toggle)** | When ON, an exclamation-mark icon is shown on the order in both the calendar and the list. This is an internal signal to your team that the order needs extra attention. Internal notes can be added in Additional Information. | | **Rent date** | The period from / to for which the equipment is rented. | | **Order details** | A financial summary of the whole order. | | **Location information** | If Google Distance Matrix API is connected, the delivery address for the product. | | **Payment method** | Select the payment method and the tax (taken automatically from the branch settings, but changeable here). If pre-payment is enabled in General Settings, the pre-payment is defined here and can be changed manually for the individual order. | | **Commissions** | Assign a concierge — users who have the concierge status in user settings. | | **Customer Information** | The client's first name, last name, email, and phone number. | | **Payment Information** | How much is due and how much has already been charged from the client. | #### 18.3.5. Payment actions | Action | What it does | | ------------------------- | ----------------------------------------------------------------------------------------------------------------------------- | | **Charge Now** | If a card is attached, the system automatically charges the full rental amount. | | **Send Payment Link** | Re-sends the payment link to the client. | | **Cancel Order** | Cancels the order. | | **Send Payment Reminder** | Sends an automatic email reminding the client to pay (available at the top of the screen). | | **Delete Order** | Permanently removes the order from the system — available ONLY for orders with the Processing status (card not yet attached). | ### 18.4. Adding an order Adding an order works similarly to editing one and can be done from either the calendar or the list view. The fastest method is the calendar: hover over an equipment row at the desired date, click the plus icon, and select the from / to dates. A cart widget then appears, letting you build the order for the chosen product and dates — the only remaining step is entering the client's data. If the product has several pricing options, the cart widget lets you choose the booking type (daily, hourly, weekly, monthly, or any other configured pricing). If automatic delivery pricing is enabled, you can also enter the delivery location and the system calculates the cost automatically. > **Multi-product orders — two rules** You can add any number of products to the cart, so a single order can contain multiple products. Rule 1: products from different branches cannot be mixed in one order — the system will warn you. Rule 2: the booking type must be the same for the whole order — you cannot mix, for example, a monthly-priced product with a daily-priced one. *** ## 19. Clients database The Clients Database tab in the main menu lists all clients created while placing orders. It shows basic data — first name, last name, email, and phone number. Opening a client's details also shows their order history. > **Practical use** The clients database is useful when you want to run external marketing or simply need contact information for your customers. Order history per client helps identify returning customers. *** ## 20. Equipment database The Equipment Database tab is where your physical equipment items live. At the top you can filter the database by branch — clicking a branch filters the whole database. You can also search by internal equipment number or name, and filter by your category tree (descending to any depth). ### 20.1. The equipment listing Each equipment record shows: * Photo, internal number, and name. * Assigned category. * Equipment status — available, reserved (with the reservation start date), or rented. * The main branch the equipment is assigned to. If you have Equipment custom fields and marked an attribute as visible in the equipment table, the values you enter on each item are also shown in the listing — for example important insurance dates can appear directly in the main list. ### 20.2. Equipment details Clicking a specific item opens its detailed data. On the right side you can download a QR code: any files uploaded under the item's Docs for Client tab become available to your customers after scanning the code. The QR code can be physically attached to the equipment. #### 20.2.1. Equipment tabs | Tab | Content | | -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Data** | Basic data of the equipment item. | | **History** | History of all orders placed for this equipment item. | | **Calendar** | The individual calendar of the item, showing its utilization. | | **Docs for Client** | Documents shared with customers via the QR code. | | **Docs for Service** | Documents visible only to your service technicians. | | **Maintenance** | Cyclical maintenance for the equipment. Maintenance sections are defined in product group settings — open the three-dots menu on a product group, choose Settings, and add the maintenance sections available for that group. | | **Failures** | Report a new failure / repair for service, and browse the history of all repairs. | | **Statistics** | Statistics for the selected equipment item. | | **Checklists** | Checklists that can be generated automatically after equipment return, to be verified and completed by service. | *** ## 21. Transport The Transport tab is used to assign unassigned transport tickets to your drivers — the people responsible for delivering and collecting equipment. ### 21.1. How transport tickets are created If an order has the transport protocol option enabled for its equipment, then once the order status changes to Paid, delivery and pickup tickets appear in the Unassigned section below the calendar in the Transport module. Each ticket contains: the equipment item, the expected rental date (pickup or delivery), the client's phone number, and the branch the product is dispatched from. | Ticket color | Ticket type | | ------------ | --------------- | | **Orange** | Delivery ticket | | **Blue** | Pickup ticket | ### 21.2. Assigning tickets to drivers Clicking an unassigned ticket lets you choose the delivery date and assign the driver responsible. The same can be done by drag and drop — grab a ticket and drop it onto the chosen date for the chosen driver. The driver then sees the new transport in their calendar. Clicking the details of an assigned transport opens its full details: the transport dates, the assigned driver, and on the right side the client information — order number, client name, email, phone, rental dates, branch, and product. ### 21.3. Transport protocols From a transport ticket you can open the delivery protocol. Transport protocols are built in Custom Fields (see chapter 13) and assigned to product groups — so different product groups can use different transport protocols. During handover or return, the driver fills the protocol — for example with the client — recording general cleanliness, the odometer reading, and any other data that should be captured. Attributes with photos can be added. The client signs, and the equipment is handed over to the customer for use. > **End-to-end transport flow** Order marked for transport → status changes to Paid → delivery and pickup tickets appear as Unassigned → tickets assigned to a driver (click or drag-and-drop) → driver sees the transport in their calendar → at handover/return the driver completes the protocol and the client signs. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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