Common questions: managing your fleet list

Quick answers about the Fleet page: finding and filtering items, selecting several at once, moving items between shops, importing a spreadsheet, tags, categories, item templates and the availability calendar. Each answer links to the full article.

Finding and filtering items

Where do I find my fleet list, and why does it only show 50 items?

Click Fleet in the left sidebar. You get one card per item and a count under the title, such as "12 items" (archived items are not counted). Click a card to open that item's Details page. The list loads 50 items at a time, with "Showing 1–50 of 120", Previous and Next underneath. See Browsing your fleet.

How do I search or filter the list?

Type in Search by name… (it matches the item's name only), or use the drop-downs beside it: All categories, All locations, All status, and one for each size or other option your items have (it reads like "Size: All"). The number beside each choice is how many items you would get by picking it, and picking several sizes shows items that have any of them. Clear appears once something is filtered and resets all of it. See Browsing your fleet.

Why is a filter missing from my Fleet page?

Each filter only appears when it has something to offer. All categories needs items in at least one category, and All locations always appears with two or more shops but, with fewer, only once an item or unit (one physical machine) has been placed at a shop. A status choice shows only while at least one item has that status (the one you picked always stays), and size filters show only when your items have sizes or similar options. On a small screen all the filters hide behind a Filters button. See Browsing your fleet.

How do I see archived items, and how do I restore one?

Open All status and choose Archived, which shows items that were archived (hidden but kept for your records). Each archived card has a Restore button that puts the item back in your normal list. A restored item comes back as Draft, hidden from your website, until you switch it to Live. If it fails, a red "Couldn't restore" line appears under the button. See Browsing your fleet.

Reading an item card

What does Draft mean, and how do I put an item live from the list?

Draft means the item is hidden from your website, and Live means customers can see and book it. The dot at the top right of a card is the switch (grey is Draft, green is Live), and moving to Draft asks you to confirm with Move to Draft. Going Live needs at least one price or the Free setting, otherwise an amber banner says "Item cannot be published without at least one price configured." The dot is hidden on very narrow screens and on archived cards, so open the item there. See Publishing an item to your storefront.

What does the red "No price set" bar on a card mean?

It means the item has no Full Day, Half Day or Hourly rate (and no packages or flexible times) and is not marked Free, so its newer pricing is not set up. A card with no price figure at all also reads "Pricing not set" in amber. Open the item and fill in the Pricing step. See Flat rates vs. Packages: choosing how an item is priced.

What do the Bundle, No waiver set and Consider selling badges mean?

Bundle marks a package listing made of other items, which you manage on the Bundle discounts page, not here. No waiver set means the item is set to use its category's waiver (the document a renter signs) but has no category, so open it and choose a category or a waiver. Consider selling means the item's value after depreciation (its loss in worth over time) has dropped to or below the sell threshold you set under Depreciation. See Browsing your fleet.

What do the status badge, "N in shop" and the units count on a card mean?

The badge at the top right shows stock status: Available, Maintenance, Retired, Archived or Unavailable. It switches to Maintenance by itself only when every unit that is not retired is in maintenance, and an amber pill such as "2 in shop" shows when only some are. The Maintenance and Retired filters also match an item when just one of its units has that status. "× 3 units" is how many units the item has, and the Status filter has no Unavailable choice, so clear it to find those items. See Browsing your fleet.

How do I duplicate an item?

Click Clone at the top left of the item's card (just an icon on narrow screens), then confirm Duplicate. Renta makes a hidden Draft copy named "Your item (Copy)" with a new web address (slug) and no SKU (your own stock code), then opens it for you to adjust. See Browsing your fleet.

Selecting, moving and deleting

How do I select several items at once?

Click Select Items at the top of the page, then click the cards you want (a click selects instead of opening the item). A bar appears with Select All, a count such as "3 of 50 selected", Move to shop… and a red delete button. Select All picks only the items on the current page, and Cancel on the bar or Done at the top leaves selection mode. See Browsing your fleet.

How do I move several items to another shop?

1. Click Select Items and click the cards you want. 2. Click Move to shop… in the bar above the cards. 3. Choose a shop, or All shops (bookable anywhere). 4. Click Move.

The shop becomes each item's home shop, where it is kept and the only place customers can book it. Move to shop… appears only with two or more shops and at least one item selected, Move stays greyed out until you choose, and units you set to another shop on their own are not changed (bundles are skipped). See Running more than one shop.

How do I delete items, and what happens to ones that have bookings?

Click Select Items, tick the items, press the red delete button (it reads like "Delete 3 Items") and confirm. Items with no booking history are deleted for good, while items with past bookings are archived instead (hidden from your fleet and from your storefront, which is your public booking website, but kept for your records and restorable from Archived). Items with active bookings are skipped until you cancel those bookings, and a banner reports how many were deleted, archived or blocked. See Browsing your fleet.

Why can't I delete an item?

There are three reasons. Your role may lack the Delete fleet items permission, which belongs to owners and managers but not staff accounts. The item may have active bookings, so cancel those first. Or it may be a bundle listing, or part of a bundle, and removing it would break the bundle, so Renta refuses the whole selection. See Browsing your fleet.

Items and shops

What is an item's home shop?

With two or more shops, the item's Home shop field (item editor, Availability step) sets where it is kept, and customers can only book it at that shop. All shops (bookable anywhere) offers it at every shop. With one shop the same field is called Pickup Location. See Running more than one shop.

How do I move one unit to a different shop?

Open the item, open the unit from its Details page, and find the Location card. Pick a shop in Move to, add an optional Note (optional), and click Move unit. That unit can then only be picked up at that shop, even if the item's home shop is different, and the move is added to Transfer history. See Tracking one physical unit's condition and history.

Why does an item show up under two shops in the Location filter?

An item counts for a shop when that shop is its home shop or when at least one of its units is set to that shop. An item based at Shop A with one unit at Shop B appears under both, and its card reads "Shop A · units at Shop B". An item set to All shops, with no unit at a particular shop, appears under none of them. See Browsing your fleet.

A customer can't find or book an item on my website. What should I check?

First look at the item's card on the Fleet page. A Draft badge means it is hidden, and an archived item is hidden from your storefront too. Next check its home shop, because customers can only book it at that shop. Finally see whether the item or its units are marked Unavailable or in maintenance. See Item availability controls (Unavailable, off the website, Retired).

Buttons at the top and overnight rentals

What do the buttons at the top of the Fleet page do?

+ Add Item starts a new item, Select Items turns on selection mode (it becomes Done), and Scan finds a unit by its QR sticker (a printed square code) or serial number. On a wide screen you also get Depreciation, Categories & Listing Order, Import, Item Templates and Pricing. On a smaller screen those sit in the three-dot menu called More fleet actions, where Pricing appears as Pricing Rules next to Bundle Discounts and Rate Card Templates. See Browsing your fleet.

What does the "Items can be rented overnight" switch do?

Items can be rented overnight is the shop-wide default for rentals that span several days. On means a run of days is one continuous rental and the gear stays out through the night; off means each day is its own block and the gear comes back every night. To differ for one item, open its Availability step and set Overnight rentals to Use shop default, Allow overnight or Return nightly. If nobody has ever saved the switch it counts as off, and if saving fails the switch flips back with a red message under it. See Overnight rentals.

Importing items from a spreadsheet

How do I add many items from a spreadsheet?

1. Click Import at the top of the Fleet page (or in the three-dot menu on a smaller screen). 2. Choose Paste Text and click Preview, or choose Upload File and pick a .csv file (a spreadsheet saved as comma-separated text). 3. Check the first 10 rows and open Column Mapping to see which columns Renta recognised. 4. Click the Import button at the bottom, which shows your row count, for example "Import 25 Items". 5. Read the Import Complete summary and click View Fleet.

The Sample CSV button downloads a starter file. See Bulk-adding items from a spreadsheet.

Which columns can my CSV have?

Only name is required. The optional columns are description, category, skill_level, status, price_half_day, price_full_day, price_multi_day, price_weekly, deposit_amount, min_duration, max_duration, buffer_hours and image_url, plus inventory_count (how many units) and tags (several, separated by |). Column names are matched loosely and capitals do not matter ("price" is read as the full-day price and "qty" as inventory_count), and prices are in dollars with $ signs and commas ignored. Open CSV Format Guide on the page for examples. See Bulk-adding items from a spreadsheet.

What are the import limits, and what do the errors mean?

A file can be 5MB and 500 rows at most, and the page tells you with "Please upload a .csv file", "File too large", "CSV has 620 rows. Maximum is 500." or "Please paste some CSV text". A file whose first row has no name column is refused. A row with no name shows a red X in the preview and is skipped, but the Import button still works, so look for red marks first. In the results, Row counts the header as row 1. See Bulk-adding items from a spreadsheet.

What does the amber image warning mean on the import page?

For each image_url, Renta checks that the link opens and is a picture. If a link cannot be reached, is not an http or https address, or is not an image, an amber banner such as "1 Image URL Not Reachable" lists the row and reason, and the item still imports without that photo. Put several links in one cell separated by |, and the first working link becomes the main photo. See Bulk-adding items from a spreadsheet.

What is "Generate with AI" on the import page?

Generate with AI copies a ready-made prompt (a written instruction for an AI chat tool) to your clipboard and shows "Copied! Paste into ChatGPT". Paste it into your chat tool, describe your inventory, then paste the CSV text it returns into Paste Text. The button only copies text, and nothing is sent anywhere; the item editor has buttons with the same name that work differently. See Bulk-adding items from a spreadsheet.

What does an import create besides the items?

Every imported item is created as Draft (hidden from your website), and a category name that does not exist yet is created (the result counts them under Categories Created). A tags cell creates and attaches tags, and a skill_level value is also added as a tag. The file fills only the flat price columns, so cards show the red No price set bar until you set pricing, although an item with a flat price can still be switched Live. Rows with no category show No waiver set. See Publishing an item to your storefront.

Tags

What are tags, and where do customers see them?

Tags are short labels such as "Beginner-Friendly" that you attach to items. Customers see them as small pills on the item's card on your booking page and on the item's own rental page. Unlike a category, an item can carry up to 20 tags. See Tagging items for customers to search by.

How do I add tags to an item?

Open the item, go to the Identity step, find the Tags field, type a tag and press Enter. If the name matches an existing tag (capitals do not matter) that tag is reused, otherwise a new one is created. A tag name can be up to 60 characters and cannot contain the | character. See Tagging items for customers to search by.

Where is the tag manager, and how do I add a new tag there?

The Fleet page and sidebar have no link to it, so add /fleet/tags to your admin web address. The manager has no add button: new tags are created from an item's Tags field, and an empty manager reads "No tags yet." See Tagging items for customers to search by.

How do I rename, merge or delete a tag?

Rename edits the name in place (Enter saves), and a rename is refused if another tag already has that name. Merge then Merge into this moves the items of one tag onto another and removes the first, and Merge is greyed out when you have fewer than two tags. Delete removes the tag from every item but never deletes the items. Merge and Delete ask you to confirm and cannot be undone. See Tagging items for customers to search by.

Categories and listing order

How do I add, edit or reorder categories?

Click Categories & Listing Order at the top of the Fleet page, then + Add Category, type a name and click Add. On a row, Edit changes the name, description or waiver (the web address follows the name), and the drag handle at the left reorders it: this is the order customers see on your storefront. + Add Item on a row starts a new item already in that category, and clicking the row opens its items so you can drag those into order. See Organizing items into categories.

Do customers see a category's description, and what does the waiver setting do?

The description (up to 500 characters) is shown on your website's category card, as the field's own hint says. Waiver for this category is the waiver given to every item in the category that is set to use its category's waiver, and choosing no waiver means those items use your business default. See Organizing items into categories.

Why can't I delete a category?

A category can only be deleted when no fleet items are assigned to it. You will see "Cannot delete category: 3 fleet item(s) are still assigned to it. Move or delete them first." Archived items still count. Staff accounts cannot delete categories at all, and the message then says your role doesn't have permission. See Organizing items into categories.

Item templates

What is an item template, and how do I create one?

A template saves an item's setup so you can reuse it: the in-app note says it stores pricing, availability, requirements and maintenance settings. Create one from an item: on the last step, Review & Publish, use Save as Template and then Create New Template. + New Template on the Item Templates page simply opens the new-item editor. Saved templates appear there as cards showing "N fields" and the last update date. See Reusable item templates.

How do I apply a template to items I already have?

Click a template's card to open it, then use Apply to fleet items on the right: search, tick items (or Select all out-of-date or Select all), click Apply to machines (greyed out until you tick one, then it shows the number), review the changes and click Apply changes. Only the fields the template sets are changed, and template edits stay on the template until you apply them. Each item is badged Applied (matches the template), Out of date (applied before, but a value differs now) or Not applied (never applied). See Reusable item templates.

How do I copy or delete a template?

Clone on a template card makes "Template name (copy)" and opens it. Inside a template, Delete template asks you to confirm, and items that already received the template keep their settings because only the template is removed. If you have no templates, the page reads "No item templates yet". See Reusable item templates.

The availability calendar (on the Bookings page)

Where is the availability calendar, and how do I use it?

Click Bookings in the sidebar. On a computer (a window at least 768 pixels wide) that page is the calendar, with one row per item and days across the top; on a phone it is a list instead. Switch between Calendar and Quantity, filter by Category, Status and Items (the first and last appear only when you have categories and sizes), zoom with the plus and minus buttons, and use the month label or Today (it appears once you scroll away) to jump. With a mouse, drag across empty days on an item's row to start a new booking for those dates. See Finding a booking.

What do the colors on the calendar mean?

Bars follow the booking's stage: purple Upcoming, brown Quote, blue In Progress, red Needs Attention, green Completed, gray Cancelled/Expired, and pink with a dashed edge for practice bookings. Needs Attention means the pickup or return time has passed without the expected action, and Quote is an offer the customer has not accepted and paid for yet. Blocked time shows its reason, or "Maintenance" or "Blocked", and a closed day is shaded gray and reads "Closed" when you hover. See Finding a booking.

What does the Quantity view show?

Pick a Pickup date and Return date (they start at today and seven days out) and each item shows a pill like "3 / 5", meaning 3 units free of 5 over those dates. The pill is red at zero free, amber when half or fewer are free, and green otherwise. Expand an item to see each unit as Available, Booked with the confirmation number, Blocked, Maintenance, Unavailable or Retired. A return date before the pickup date shows "Return date must be on or after pickup date." See Finding a booking.

Why does my calendar show only some of my items?

With two or more shops and one shop chosen in the Shop menu in the top bar, the calendar shows items based at that shop plus items with no home shop, and a note reads "Showing" followed by the shop name, "items based there, plus items with no home shop set." Choose All shops to see everything. The calendar's own filters also hide rows, and Clear filters brings them back; if nothing matches it reads "No fleet items match the current filters." See Finding a booking.