Equipment and rates

The Property Manager keeps each unit identifiable by code, number and type. Capacity tells the desk whether a proposed participant count is suitable. Status distinguishes Available equipment from equipment currently Rented, Cleaning or in Maintenance. These values shape the next booking decision; they are operational states, not a substitute for checking the dates on existing bookings.

Rate plans hold an equipment type, effective start and end dates, daily rate and minimum number of days. The booking holds its own daily rate as the agreed amount for that rental. Managers should review the plan in effect for the requested interval and keep the booking rate explicit. This gives the desk a usable offer and gives finance a stable basis for reviewing charges.

• Identify. Give each physical unit a consistent code, number and equipment type so a booking points to the intended asset.
• Price. Maintain the dated plan by equipment type and check its minimum days before agreeing a daily rate.
• Release. Move a returned unit through cleaning or maintenance before marking it Available for another rental.

Decide who maintains unit identity and who may change status. A rented unit should not quietly become Available because the expected return date has arrived. The return and inspection are separate events. Agree which equipment types share a rate plan, how start and end dates are interpreted and who resolves overlapping plans for the same type. A plan is a reference for a quoted rental; it does not automatically correct a previously agreed booking rate.

Keep capacity meaningful for the equipment being offered. If capacity is a participant limit for a training unit, use the same interpretation at intake and at confirmation. If a unit is removed for maintenance, tell the rental desk before it offers the unit again.

Two units share an equipment type but have different capacities. A group asks for a rental period that crosses a rate change. The desk selects the unit whose capacity covers the group and checks the relevant dated plan. The Property Manager checks the proposed interval against already confirmed rentals for that exact unit. The agreed rate is saved on the booking, so Finance Officer can later compare the charge with the agreement even if a future plan is edited.

After the unit comes back, it moves to Cleaning. The Property Manager checks the inspection outcome and any open maintenance task before moving it to Available. The availability screen then describes what can be offered now, while the rental schedule still shows future commitments.

• Available Equipment — Unit codes, types and capacities for equipment currently marked Available.
• Rate Plan Calendar — Effective dates, daily rates and minimum days by equipment type.

See confirming a rental and pickup and return.