How to Edit a Rental from the Rentals Page

In order to make changes to an existing rental, you have two options:

1. You can edit the rental inside of the POS register (see help guide here)

or

2. You can edit the rental from the Rentals page (Facility Management menu >> Rentals)

Below, we have walked through the options that you have to quickly adjust your rental using our bulk editing and filtering options.

REMINDER: NEW rentals must be created within the POS register. Creating a rental from the rentals page will not generate an invoice.

Step 1 - Accessing Your Rentals

To view all of your active rentals, go to the Rentals page, available in the "Facility Management," dropdown menu. Once you get to this page, you will see all rentals that still have scheduled events yet to happen.

NOTE: You can view past rentals by adjusting the date filter at the top of the page that says "Active As Of..." The date defaults to the current day but you can move it back for previous rentals if you need.

Step 2 - Using the Rental Editor

Once you have found the rental that you are looking to edit, click the "Options," dropdown next to the rental and choose "Edit." This will open up the rental editor. On this page, you will see 5 tabs on the page:

General Information - On this page, you can edit the name of the rental, as well as the description and internal notes. You also can update the color that events show up as on the calendar.

Schedule - This is where you can add, edit or delete items from the rental. More on this below!

Contacts - You can adjust any contacts associated with this rental on this page.

Additional Information - This only applies to rentals booked online. More info on online rentals available here.

File Attachments - On this page, you can upload files to be affiliated with this rental.

Step 3 - Using the Bulk Scheduler

In the "Schedule," section of the rental editor, you can add, edit or delete any scheduled items from your rental. Below, we have walked through each of the three scenarios:

Adding Items to a Rental

At the top of the schedule section in the rental editor, you can add items directly to your rental invoice. To do so, you can add either one item at a time or use the recurring scheduling option. You can choose the start date of items you'd like to add in, the end date of items you'd like to add in and choose if the items repeat every day, every week, every two weeks or every month. If you choose "every week," or "every two weeks," you can choose which day of the week you'd like to add to the schedule. If you choose "every month," you can choose which day of the month you'd like to add.

You also can type in a "Display Name," which will override the rental title for those specific items on the calendar. This is beneficial for differentiating events that occur within one rental invoice. For example, if you are renting to a youth hockey association and name your rental as "AthleteTrax Youth Hockey Association Rental," you can use the display name to denote who is using that block of ice time (e.g. Bantams AA practice - AthleteTrax YHA) so that it shows correctly on your schedule/locker room board.

Click "Add to Schedule," and the items will be added to the rental table below. Scroll to the bottom of the rental to see the details and make any further adjustments. There will be an immediate notice if there is a conflict with another event. Hover over the conflict message to see what the conflict is and make adjustments prior to saving.

Editing Items in a Rental

You can edit your rental events in two ways from the schedule section.

1. You can click on any item directly in the table to change date, time, display name, or locker rooms. Just click directly on what you want to edit and you'll be able to change that specific occurrence of the rental.

or

2. You can use the bulk editing options that we have explained just below.

How to Filter Your Rental Events

We know that you may have several hundred scheduled items in a rental, so we have given you the ability to filter down the list to what you'd like to see. At the top of your events table, you will see a blue bar titled "Filters." Click anywhere on the bar to open up your filters.

From there, you can filter to view the following options:

• Status: Scheduled, Pending, and Conflict. Pending events are those that have been tentatively added but not saved yet. Conflicts are events that will prevent the rental from saving because they conflict with another item scheduled at the same time at the same location.
• Date: You can filter to view events that occur within a specific time frame to narrow down a specific period of time that you want to view.
• Day: Allow you to search for only events that occur on a given day of the week.
• Start Time & End Time: Choose to search for events that fall within a specific time range each day (e.g. before 12:00pm, after 3:30pm, etc.)
• Arena: Events that occur at a specific location
• LR1 & LR2: Events that are currently utilizing specific locker rooms
• Title: Search for events that have a specific "display name." Remember, display name allows you to override the name of your event or rental on your calendar. For example, if you have a large rental for a youth hockey association, you can set display titles for individual blocks to denote which teams in the association are using the ice at a given time.
• Product: Search only for events billed at a specific hourly rate
• Price: Search only for items that cost a specific dollar amount

How to Make Bulk Updates to Your Rental Events

There is a checkbox that you can click on to the left of each rental event, or you can hit the small checkbox in the gray table header to select all of the visible scheduled items. Once you have selected at least one event, the green "Bulk Update," bar will open up and you can choose from the following options:

• Date: Move all selected items to a specific date
• Start Time: Change all selected items to start at a specific time of the day
• End Time: Change all selected items to end at a specific time of the day
• Arena: Change the location of all selected events
• LR1 & LR2: Change the locker rooms being used for all selected events
• Title: Change the display title for all selected events
• Delete (trash can icon): Delete all selected events

Deleting Items from a Rental

You can delete items from the rental invoice in one of two ways. You can either delete an item from the table of rental events by clicking the "Trash Can," icon next to any specific event. You can also use the bulk editor by selecting multiple events and then deleting all of those items from the invoice.