5.2 Tutorial: Rental System

Introduction

✔️ With the rental system you can assign a calendar to each box, allowing your visitors to make reservations.
This is useful for:
- Rental of items and equipment
- Rental of spaces
- Booking of persons
✔️ The rental system is powerful and can save you a lot of time.

📑 Table of Contents

1

Activate Reservations

To activate the rental system for a box, open the box settings, click on “Calendar and Bookings”, and then select “Rental System”.
Option in Box Settings
Afterwards, a “Reserve” button will appear on the box.
Reservation Button at the box
⚙ activate

2

Settings for Calendar View

For the calendar you have the following settings.
Mode: Time slots
The “Display when first opening the calendar” determines the calendar view for the visitor.
The following modes are available:
- Month (for booking by day)
- Week (for booking by hour)
- Day (for booking by hour)
Letterhead
At the very bottom you will also find the settings for your own letterhead, which will appear on the lending slip.
⚙ settings

3

Calendar View with Time slots

By default, the “Time slots” mode is active, which matches a familiar calendar with times:
Mode: Time slots
Here you will find the following settings:
- “Length of bookable timeslots”: Specified in minutes – for example, 60 means that you cannot book less than 1 hour.
- “Time period of a day”: Set start time and end time – for example, 8 to 16 means the days are shown only from 8:00 to 16:00.
⚙ timeslots

4

Calendar View with School lessons

Choose the “School lessons” mode instead of "Time slots" so that each day is divided into a number of numbered school periods instead of times.
Mode: School lessons
Enter the “Number of school lessons in a day” to specify how many lessons the day should have.
⚙ schoollessons

5

Visibility of the names of the borrowers

By clicking on the reserve button, the calendar for the rental property is displayed.
Only the map owner (lender) can see the names of the borrowers in the calendar.
View for map owner with names
The person making the reservation sees other reservations as - booked - and their own reservations are highlighted in green.
View for the person making the reservation
⚙ names

6

Overview of all rental items of the current map

By clicking on the reserve button, a calendar opens. There you will find a red button at the top right "Show all rental properties".
Button for the list of all rental properties
When you click on it, an overview of all rental properties on the map opens.
List of all rental properties on a map
This way, every user can see at a glance which devices are available on which days.
⚙ rental-items

7

Overview of all Reservations for the Lender

The lender finds an overview of all their devices on the page “All Rental Items”.
In the user menu, this page can be accessed via the entry “Rental System”.
User menu with link to the rental system
Page “All Rentals”
There, the rental objects can be sorted alphabetically or organized by maps. All maps that contain reservations are considered.
⚙ reservations-lender

8

Overview of all Reservations for the borrower

The borrowers can view their reservations on the “My Bookings” page.
Alternatively, each user can open their user calendar and find all bookings and reservations accumulated there.
Overview of all reservations (Borrower)
⚙ reservations-borrower

9

Create Reservations yourself

As a lender, you can view "All rental objects" and click on the timeline to enter any reservations you wish.
Enter dates as a lender
Here, you can use the “Notes” field to add your own remarks.
If you see the “Book for” option, you can create a booking for another user.
⚙ create

10

Delete Reservations

On the “All Rentals” page, you can click on an appointment within the timeline. In the dialog, alongside the data, you will find a delete icon.
Deleting a Reservation
Alternatively, below the reservation calendar of the respective box, you will find a tabular listing of the reservations. You can also perform the deletion there.
Delete Option below Box Calendar
⚙ delete

11

Delete Reservations by Borrower

The borrower can can delete his reservations on the page “My Bookings” if they have not yet started.
Delete option for borrower
⚙ delete-borrower

12

Contact the Borrower

Open the "Timeline" of the reservations, then you can simply click on an appointment and you will see all the essential contact details of the borrower.
Contact details of the borrower
Alternatively, you can also find contact details below the calendar box, in the list of all reservations.
⚙ contact

13

Notification about Reservation

The lender always receives a notification for reservations. This appears at the top right of the website.
Notification for Lender
Clicking on the notification icon opens the page of all Notifications. The new reservations are listed there.
⚙ notification

14

Display and Print Borrow Slip

Click on an the reservation in the calendar or in the timeline (“All Rental Items”), and the following dialog will open with the reservation details:
Details of the Reservation with Button for borrow slip
Click the "Show borrow slip" button, and the borrow slip for this reservation will open.
Borrow slip for Printing
You can print this borrow slip directly. It can be signed by the borrower when picking up the device.
Incidentally, all devices booked by the borrower are listed here. Click on one of the devices in the borrow slip, and it will be removed from the list (visually only).
⚙ borrowslip

15

All Borrowings of a User

As a lender, you will find the option "User's Borrowings" in the reservation details:
Reservation details with loan slip button
Click the “Show borrow slip” button to open a page with all borrowings that the borrower has made with you:
Borrowings per user
⚙ borrowings

16

Cumulative Reservation

You can make multiple devices bookable at once.
To do this, create a Map and enable the "Cumulative Reservation" option under "Extras".
Tip: You can create a central map with all devices (boxes) and create separate maps where you embed selected boxes. These boxes are also active in other maps and can be reserved.
When the user now opens a reservation calendar and clicks on the red button "Show all rental objects," a note appears indicating that the user can book all rental objects cumulatively.
Cumulative Booking
Now a separate line appears in the timeline, showing all the available days that can be cumulatively booked.
Timeline with Cumulative Display
⚙ cumulative

17

Hint: Reservations through non-registered users

We recommend creating a separate admin account for rental purposes.
For example, if a kindergarten wants to borrow a device from you and does not have an account with Edumaps, create a "student account" within this admin account. Enter the name and optionally the email address.
Now you can borrow a device in the calendar using this account. You can also pass the login details to the kindergarten.
This way, you can keep track of who borrowed what and when.
This also allows you to correctly print loan slips based on the user.
⚙ nonregistered

18

FAQ

FAQ:
- How can a user reserve multiple devices at once? The user who wants multiple devices must book them individually. Alternatively, the device renter can create a group of devices and rent them using a box.
- Setting blackout times: The device renter books times themselves, and these times are then not available for booking by users.
- How can the device number be noted? Simply enter the device number in the box title.
- How to completely deactivate rentals (e.g., during downtimes) without losing reservations? Simply hide the box from the map.
- How to delete all reservations at once? Disable the reservations option for the box and save the box.
- How to enter rental fees? Enter fees directly into the box content as text.
- Can the device renter send reservation requests? Reservations are made on a “User First” basis, meaning the user can directly reserve. Afterwards, the device renter can contact the user and make changes as needed.
⚙ faq