Availability and Date Blocks
How HotCrate calculates availability and how to block dates for individual items or your whole inventory
Availability and Date Blocks
HotCrate tracks exactly how many units of each item are available on any given date. Availability drives the booking system. You cannot accept more rentals than you have inventory.
How availability is calculated
For any date range, HotCrate subtracts committed rentals from total quantity:
Available = Total quantity - Committed quantity
"Committed" means rentals that are in accepted, prepped, or picked up status.
Pending and rejected rentals do not count against availability.
Date blocks you create also reduce availability for the blocked period.
Blocking dates
Use date blocks to mark dates when items are not available: for maintenance, reservations, or events where gear is otherwise committed.
Most blocks are created from the Availability page in the sidebar, which has two sections: Org-Wide Blocks and Item-Level Blocks.
Block all inventory for a date range
- Go to Availability in the sidebar.
- In the Org-Wide Blocks section, click Block Dates.
- Choose the date range, add an optional reason, and click Block Dates.
This blocks every item in your inventory for the selected dates.
Block an individual item
You can block a single item from either the Availability page or directly from the item editor.
From the Availability page:
- Go to Availability in the sidebar.
- In the Item-Level Blocks section, click Block Item Dates.
- Choose the date range, select the item and the quantity to block, add an optional reason, and click Block Item Dates.
From the item editor:
- Go to Inventory and click the item to open its editor.
- In the Blocked Dates section below the item form, click Block Dates.
- Choose the date range, optionally set a quantity to block (defaults to the full quantity), add an optional reason, and click Block Dates.
What owners see
The Availability page lists your date blocks in two tables: Org-Wide Blocks and Item-Level Blocks. Each block shows its date range, reason, and a status of Active or Expired. Item-level blocks also show the item name and how many units are blocked. Click any block to edit its dates and reason or to delete it.
Related
- Creating rentals - how availability blocking affects new bookings
- Rental statuses - which statuses count as committed