Rentals in TourTask: kayaks, bikes, gear and vehicles
A rental is something you rent out by length: a kayak for a half day, a bike by the hour, a car by the day. Customers book it on your booking page and website, in the same cart as tours, and staff add it to any booking.
Setting up a rental
- 1
Start from a card
Go to Rentals, click New rental and pick a card, such as Hourly or Half day / full day. Type the Rental name and the First item, then click Create. The card fills in the rates, pickup times and opening hours.
- 2
Add your items
In Items, add what you rent, such as a single and a double kayak, with their Seats. Make an item an Extra when it only goes with others: a child seat, insurance, delivery. Give each item a Photo: customers see it beside the item when they book.
- 3
Set their availability
In Availability, choose for each item: No limit, Use one of your resources, or Create a new resource with how many you have. Rentals have no stock of their own: they share your resources with tours, which then count the same kayaks or cars.
- 4
Type the prices
In Prices, type each item's price for each rate. The Price preview shows what sample lengths cost.
- 5
Set pickup and return
In Pickup and return, set your opening hours, the pickup times and the shortest and longest rental.
- 6
Add components
In Components, add what each item rented needs, such as a driver and a vehicle for each bus, and what the whole rental needs once, such as a guide. 3 buses rented then bring 3 drivers to assign.
- 7
Publish it
Switch on Public in Category and visibility and click Save. A new rental stays hidden until then.
How rental prices work
Each item has its own price for each rate. A booking pays the cheapest way the rates cover its length.
| Rate | Use it for | Example |
|---|---|---|
| Price per period | A price per hour, day or night, lower from a later one | Day 1: 80,000, from day 2: 50,000 |
| Package | A fixed length at one price | Half day: 40, then 10 per extra hour |
| Price per rental | One price, whatever the length | Delivery to the hotel: 15 |
Each rate says What a day means (24 hours from pickup, a calendar day or a night) and its Grace: how many minutes late a return is not charged. Prices can change by season and on chosen weekdays (Weekday prices).
With more than one price list, Price list above the prices picks the list you are pricing. Your booking page and website always use your default list.
Sharing stock with tours
A kayak that is rented out is not offered on a kayak tour at that time. In Tours → Resources, each resource also sets what rentals may take:
- Rentals may use: all units, at most a number at the same time, or only while more than a number are free, which keeps those for tours.
- Units: Some of your vehicles makes a resource of your cars. Customers book the class, and you pick the car.
- Out of service: takes units away for a time, such as a car in the workshop. The Operations calendar marks the days it covers, under their date.
More in Resources.
From pickup to return
A rental shows on the Operations calendar on every day it lasts. Assign a car or a driver once, for Every day of the rental.
- In the booking, each item rented is a row of its own, such as Car 1 and Car 2, with its components. Pick who does each one and its cost, and add or remove components with Add component and Remove, as on a tour.
- Picked up and Returned record the time. A rental back early frees its units at once.
- A rental not back in time shows Overdue. In the booking, charge the extra time at your prices, or add a late fee.
- In the booking, Extend moves the return later and adds the price of the extra time.
- Add a charge adds staff-only items, such as fuel or cleaning, also after the return.
Booked rentals keep their prices
When a rental is booked, the booking stores its price and every setting that price depends on: the rates and their prices, the season and weekday prices with the seasons' dates, the opening hours and pickup rules, the items' settings, the deposits and the exchange rates used. Later changes to the rental never change existing bookings.
- Changes staff make to the booking later are priced with those stored settings too: extending it, adding a charge or a late fee, moving it to another date, or changing its items.
- To price a rental line with the rental's current prices and settings instead, click Edit price on the line in the booking form, then Use today’s price.
- An item added to the rental after the booking is priced at its current price when staff add it to that booking.
- A rental line moved to another rental is priced with that rental's current prices.
Questions we get asked
No. The Deposit per item is shown to the customer and on the booking only. Collect it at pickup.
Yes. An item set as Paid at pickup, such as fuel or a skipper, is in the total but not charged online. The checkout shows what is paid at pickup. The booking e-mails say it too, and a payment reminder asks only for the part paid online.
Under Economy → Reports → Monthly profit, a rental has one row for each of its days with a component, such as a car or a driver. The costs you add to it there belong to the whole rental: they sit on its first day in the report and count once, in that day's month.
The rental's other days say on which date its costs are, and offer no Add cost. A tour that lasts several days shows the same way.
Yes. Switch on Asks for an address on an item, such as a delivery to the hotel. The booking then asks for the customer’s hotel or address, and any address is accepted. It shows as the Delivery address on the booking, on the Operations calendar, in the e-mails, in staff reminders and in TourTask Crew.
Customers only see start times with free stock whose return falls while you are open. To offer more, allow Pickups and returns outside opening hours, or add a longer length.
Yes. Each rental has its own address, like a tour. Open it on your booking page or your TourTask website and share the link. Search engines can find it too.
Not yet. Rentals are sold on your booking page, your TourTask website and in the backoffice.