Rental Check-in and Check-out

Quick path: Rental Agenda → Find booking → Check out gear → Check in on return

What this helps you do

When a customer arrives to pick up rented gear, you need to hand it over and record that it left the shop. When they bring it back, you mark it as returned. The Rental Agenda gives you a daily view of every gear unit and its status so nothing gets lost.

Before you start

• At least one Gear item with units exists (Resources > Gears)
• A Rental product is configured and linked to that gear (Resources > Products)
• The customer has a booking that includes a rental item
• You are on the Rental Agenda (Planning > Rental)

Steps

1. Open the Rental Agenda

Click Planning in the left sidebar, then select the Rental tab. The Rental Agenda displays a daily timeline with all gear units listed as rows.

2. Locate the rental booking

Find the customer’s rental block on the timeline. Each block shows the customer name, gear unit, and rental period. Active rentals are color-coded by status:

Color	Meaning
Blue	Upcoming — gear not yet checked out
Green	Checked out — gear is with the customer
Orange	Late — past the expected return time
Grey	Returned — gear has been checked back in

Click the rental block to open its details.

3. Check out the gear

In the rental detail panel, review the booking information:

Field	Description
Customer	Name of the client who booked the rental
Gear	The gear type and specific unit assigned
Check-out time	Scheduled start of the rental
Return time	Scheduled end of the rental
Status	Current status (Pending, Checked Out, Returned)

Click Check Out to confirm that the gear has been handed to the customer. The block turns green on the agenda.

4. Generate a rental contract (optional)

After checking out, click Generate Contract to create a rental agreement. The contract includes:

• Customer name and contact details
• Gear description and unit identifier
• Rental period (check-out and expected return times)
• Terms and conditions

You can print or email the contract directly from the dialog.

5. Check in the gear (return)

When the customer returns the gear, open the rental block on the Rental Agenda and click Check In. The block turns grey, and the gear unit becomes available for the next booking.

6. Handle late returns

If a customer has not returned the gear by the expected return time, the rental block turns orange automatically. You can:

• Contact the customer using the details in the rental panel
• Extend the rental period by editing the return time
• Apply late fees through the linked booking if your pricing rules support it

What should happen next

• After check-out, the gear unit shows as unavailable on the Rental Agenda for the rental period
• After check-in, the unit is freed up and available for new bookings
• The booking linked to this rental updates its status automatically
• Rental contracts are saved and accessible from the booking details

Common mistakes

Mistake	Why it happens	Fix
”Gear unit doesn’t appear on the agenda”	The gear has no units defined or units are marked inactive	Go to Resources > Gears and add or activate units
”Can’t check out — no booking found”	The rental was not booked through a Rental product	Create a booking with a Rental product that links to this gear
”Return time passed but status is green”	The system shows late returns only after a scheduled refresh	Refresh the page or wait for the next automatic update
”Contract not generating”	Browser pop-up blocker is preventing the PDF	Allow pop-ups for your Bloowatch domain

If it still doesn’t work

• Verify the gear item and its units are correctly configured in Resources > Gears
• Check that the Rental product is linked to the correct gear
• Make sure the booking is confirmed and not cancelled
• Contact Bloowatch Support via the chat widget