How do I check availability of equipment or a space before taking a booking?
The most common mistake in rentals is confirming equipment, a machine or a space that is already reserved or in for repair. A simple check of the period before you confirm avoids double bookings. Below you see the steps to check availability correctly.
Short answer
- Check the exact period the customer wants, with the start and end date and time.
- Compare the period with the existing reservations of the equipment or space, so there are no overlaps.
- Also check blocked periods (inspections, repairs), which cannot be reserved.
- Confirm the reservation only if the equipment or space is free for the whole period.
- Record the reservation straight away, so no one else confirms it in the meantime.
What you check before confirming
- The period the customer asks for, with the pickup and return date and time.
- The existing reservations of the same equipment or space, on the same days.
- Blocked periods, such as scheduled inspections or repairs.
- The pickup location, so you know where the equipment is collected.
Practical example
Example: a supplier with a generator for rent gets a request for a weekend. The check shows it is reserved on Saturday morning and blocked on Tuesday for an inspection. They offer the customer the free Saturday afternoon slot and confirm the reservation right away, without promising equipment that is already taken.
Common mistakes
- Confirming a period without checking the existing reservations, which leads to double bookings.
- Forgetting blocked periods for inspection and promising equipment that is not available.
- Confirming verbally without recording the reservation, so you lose it or double-book it.
How 4rentify helps
- Availability check of the equipment or space for the period you need, before you confirm.
- Blocked periods for inspections or repairs, which do not show as available.
- The reservation recorded on the spot, with the customer and the period, in one account.