Availability Calendar

The availability calendar gives you a visual overview of your equipment status across all bookings. See at a glance what's available, what's out on hire, and where scheduling conflicts might occur.

Accessing the Availability Calendar

• Click Equipment in the sidebar

• Click the Calendar tab (or "Availability" depending on your view)

• Browse equipment availability across your selected date range

Understanding the Calendar View

The calendar displays equipment as rows and dates as columns. Each cell shows the status for that equipment on that day.

Colour Codes

Colour	Status	Meaning
Green	Available	All units free, can be booked
Yellow	Partially Available	Some units free, some on hire
Red	Fully Booked	All units on hire, none available
Blue	Reserved	Allocated to upcoming confirmed booking
Grey	Unavailable	In service, retired, or blocked
Purple	Quote	Tentatively held for pending quote

Navigating the Calendar

Date Navigation

• Today button — Jump to current date

• Arrow buttons — Move forward/back by week or month

• Date picker — Jump to a specific date

View Options

• Day view — Detailed look at a single day

• Week view — 7 days at a time (default)

• Month view — Full month overview

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Tip: Use week view for day-to-day operations and month view for long-term planning and spotting utilisation patterns.

Filtering the Calendar

Focus on specific equipment using filters:

By Category

• Click the Category dropdown

• Select one or more categories

• Calendar updates to show only those items

By Search

• Type in the search box

• Calendar filters to matching equipment

By Availability

• Toggle "Show Available Only"

• Hide fully booked items from view

Clicking on Bookings

Click any coloured block to see booking details:

• Rental number and status

• Customer name

• Start and end dates

• Quantity booked

Click "View Rental" to open the full rental record.

Detecting Conflicts

The calendar automatically highlights scheduling conflicts:

• Overbooking indicator — When more units are booked than available

• Warning icons — On cells with potential issues

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Note: CloudRent Pro prevents overbooking by default when creating rentals. Conflicts typically occur when equipment quantity is reduced after bookings exist.

Quick Actions from Calendar

Creating a Rental

• Click and drag across dates on an equipment row

• Release to open new rental form

• Equipment and dates pre-populate

Extending a Rental

• Click on an existing booking block

• Drag the end edge to extend

• Confirm the extension

Understanding Availability Numbers

For equipment with multiple units, the calendar shows availability counts:

Example: 10 Folding Chairs
Monday: 10 available (green)
Tuesday: 6 available (yellow) — 4 on hire
Wednesday: 0 available (red) — all 10 on hire

Hover over any cell to see the exact count.

Calendar and Quotes

Quotes (Draft status rentals) appear on the calendar in purple. This helps you:

• See pending demand

• Avoid double-booking while awaiting confirmation

• Make decisions about holding equipment

Configure whether quotes affect availability in Settings → Rentals → "Quotes hold availability".

Tips for Calendar Use

🎯 Check Before Quoting

Always verify availability on the calendar before promising equipment to customers.

📂 Use for Planning

Monthly view helps identify slow periods for maintenance scheduling and busy periods for staffing.

📝 Watch for Patterns

Regular customers often book similar periods. The calendar helps you anticipate demand.

💰 Maximise Utilisation

Gaps in the calendar represent revenue opportunities. Consider promotions for slow periods.