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How to Set Up Facility Rental Management: https://help.pm.leapevent.tech/a/2047748
To take advantage of facility rentals in PatronManager, there are a few configuration steps you'll need to take.
In this article, we'll cover:
Once you've done these things, you can begin creating facility rentals.
Let's get started!
First-time Setup
In order to get started using facility rentals, you'll need to set up the feature first with a few steps.
1. Add the Files related list to Rental page layout
In order to add files, like contracts, as related records to Rentals, you'll need to add the Files related list to the Rental page layout.
While you'll need to add the Files related list to the Rental page layout, you cannot customize the Rental page layout further (i.e., adding or removing more fields from the page layout).
If this is something you'd like the ability to do, please submit a Product Idea.
1.1. Click the gear icon to go to Setup
1.2. Click into Object Manager
1.3. Find and select Rental
1.4. Click Page Layouts
1.5. Click Rental Layout
1.6. Click Related Lists in the palette
1.7. Drag and drop "Files" from the palette to the Related Lists section
1.8. Click Save
Now you can add Files to Rentals from the Files tab!
2. Set terms and conditions
Set your Facility Rental Terms and Conditions in Organization Settings! These will automatically appear on Rental records and you can insert them into contracts and email templates with merge fields.
While you'll set the global Terms and Conditions for facility rentals here, you can still update them on each Rental record individually!
2.1. Use the App Launcher to find and select Organization Settings
2.2. Change the list view to All
2.3. Click Organization Settings
2.4. Click Edit
2.5. Fill in the Facility Rental Terms and Conditions field
2.6. Save!
In the future, you can edit the Facility Rental Terms and Conditions by following these steps again, but note that existing Rental records' Terms and Conditions will not automatically update.
3. Customize picklists for your needs (optional)
Depending on how your organization uses facility rentals, you can customize picklist fields to fit your organization's needs.
Specifically, the following picklist fields can be edited:
- Room Setup on Rental Item
- Function on Rental Item
- Type on Rental
- Contracting Status on Rental
- GL Code on Rental Inventory
Customizing these picklists is the same as editing other picklists!
3.1. Click the gear icon to go to Setup
3.2. Click into Object Manager
3.3. Find and select the object with the picklist you need to edit
Depending on which picklist you need to edit, you'll find the object it lives on.
Find and select Rental Item.
Find and select Rental.
Find and select Rental Inventory.
3.4. From whichever object you selected, click Fields & Relationships
3.5. Find the picklist field you need to edit and click into it
From here, you'll edit the picklist values with these steps.
4. Add Rentals related list to Contact/Account page layouts (optional)
If you want to be able to see Rentals from Accounts and Contacts, you can add the Rentals related list to your Account and Contact page layouts.
Calendar Setup
You can use the Calendar to view your Rentals and Rental Locations in PatronManager, along with Event Instances and even your personal tasks.
You can create and customize as many calendar views as you need, and toggle them on and off anytime.
1. If you're not already there, go to PMGR Facility Management from the App Launcher
2. Make sure you're in the Calendar tab
3. Click the gear icon in My Calendars
4. Click New Calendar
5. Select Event Instance as the object and click Next
6. Set up the Calendar settings
- Calendar Name: Give the Calendar a name; something like "Event Instance Calendar"
- Field for Start: Instance Date (Date/Time)
- Field for End: Calendar End Date (Date/Time)
- This must be set to Calendar End Date (Date/Time) to prevent dragging and rescheduling Event Instances via the calendar
- Apply a Filter: Optionally add a filter to show only the items you wish to see, such as "All Active Event Instances" or "Pick Your Own Seat Instances"
- Field Name to Display: Ticketable Event Name
- Save
Now Event Instances will appear!
1. If you're not already there, go to PMGR Facility Management from the App Launcher
2. Make sure you're in the Calendar tab
3. Click the gear icon in My Calendars
4. Click New Calendar
5. Select Rental Item as the object and click Next
6. Set up the Calendar settings
- Calendar Name: Give the Calendar a name; something like "Location Availability"
- Field for Start: Select the field you want to set as the start time for when the space is no longer be available
- If you want to include buffer time when looking at availability select "Start Buffer (Date/Time)"
- If you want to know exactly when a function begins when looking at availability select "Function Start Date (Date/Time)"
- If you want to know the start time of the booking select "Start Date (Date/Time)"
- Field for End: Select the field you want to set as the end time for when the space is not be available
- If you want to include buffer time when looking at availability select "End Buffer (Date/Time)"
- If you want to know exactly when a function begins when looking at availability select "Function End Date (Date/Time)"
- If you want to know the start time of the booking select "End Date (Date/Time)"
- Apply a Filter: Optionally add a filter to show only the items you wish to see, such as "All Active Location Rentals" or "Confirmed Location Rentals"
- If you don't set a filter here, you'll see events on the Calendar for both Locations and Resources rented; if you just want to see Locations rented, make sure to set a filter here
- Field Name to Display: Select a field to name these events on the Calendar
- We recommend using something like "Account" to see the name of who's renting the space or "Rental Inventory Name" to see what's being rented
- Save
Now blocks will appear for what was rented!
1. If you're not already there, go to PMGR Facility Management from the App Launcher
2. Go to the Rentals tab
3. Select a list view that shows the Rentals you want to see on your Calendar and make note of the name
For this example, we'll select Confirmed Rentals.
If there isn't a list view that shows you the Rentals you want to see, you can create or edit a list view!
4. Now go to the Calendar tab
5. Click the gear icon in My Calendars
6. Click New Calendar
7. Select Rental as the object and click Next
8. Set up the Calendar settings
- Calendar Name: Give the Calendar a name; something like "Rentals" or "Confirmed Rentals"
- Field for Start: Select "Start Date (Date/Time)"
- Field for End: Select "End Date (Date/Time)"
- Apply a Filter: Select the list view name you identified in step 3
- Field Name to Display: Select "Rental Name"
- Save
Now blocks will appear for Rentals!
Toggle Calendar visibility on or off by clicking the box next to them
Edit Calendar settings by clicking the dropdown
- Show Only This Calendar: Select to hide all Calendars from view except this one
- Edit Calendar: Click to edit the settings for the Calendar
- Delete Calendar: Delete this Calendar from available options
- Colors & Choose Custom Color: Select a color for this Calendar in the view or create a custom color by entering a hex code and/or selecting a texture
If you click Edit Calendar, you'll be able to edit some more settings:
- Calendar Name: Name given for this Calendar; mostly for organizational purposes
- Field for Start: The field that determines the start time for the Calendar event
- Field for End: The field that determines the end time for the Calendar event
- For Calendars for Ticketable Events and Event Instances, this must be set to "Calendar End Date"
- Apply a Filter: Optionally add a filter to show only the items you wish to see
- Field Name to Display: The field displayed as the item's name on the Calendar
- For Calendars for Ticketable Events and Event Instances, set this to "Ticketable Event Name"
- Save
Add Tasks to the Calendar
If your organization uses Tasks, you can add these to the Calendar by creating a Calendar for them and selecting Task as the object.
Rental Inventory Setup
In order to do facility rentals, you'll need to build out what you offer for rent.
There are two types of Rental Inventory you can create:
- Locations represent physical spaces, like rooms or venues
- Resources represent other types of assets available for rental, like equipment (i.e., microphones, tables, chairs, etc.)
1. If you're not already there, go to PMGR Facility Management from the App Launcher
2. Go to Rental Inventory
3. Click New
4. Fill in the Location details
- Name: Give this Location an identifying name
- Active: Check this box if the Location is available for rental
- If you later uncheck this box, it won't delete existing Rentals; it will just ensure this Location cannot be booked for Rentals created later
- Default Rate Type: How the Default Rate is charged; options are Hourly, Daily, Weekly, and Flat
- If this is changed later, it won't update existing Rentals; the Rate Type can be adjusted on individual Rentals
- Default Rate: The default value for the Location
- GL Code: A customizable picklist of GL Codes for reporting
- Maximum Capacity: Max capacity for the Location
- Description: A description of the Location
- Internal Description: An internal description of the Location for your team
- Save & New: If you're creating several Locations at once, you can click here to immediately save this Location and create a new one
- Save: Save the Location
Ta-da! Your Location is available for rental
1. If you're not already there, go to PMGR Facility Management from the App Launcher
2. Go to Rental Inventory
3. Click Resources
4. Click New
5. Fill in Resource details
- Name: Give this Location an identifying name
- Active: Check this box if the Location is available for rental
- If you later uncheck this box, it won't delete existing Rentals; it will just ensure this Location cannot be booked for Rentals created later
- Default Rate Type: How the Default Rate is charged; options are Hourly, Daily, Weekly, and Flat
- If this is changed later, it won't update existing Rentals; the Rate Type can be adjusted on individual Rentals
- Default Rate: The default value for the Location
- GL Code: A customizable picklist of GL Codes for reporting
- Quantity Details: Details about the amount available for rent
- Description: A description of the Location
- Internal Description: An internal description of the Location for your team
- Save & New: If you're creating several Locations at once, you can click here to immediately save this Location and create a new one
- Save: Save the Location
Ta-da! Your Resource is available for rental
