Adding & Managing Hire Products & Fleet Inventory

Overview: Product & Asset Management

In SmartBookings (Booking Type 2), every rental item — whether a 15ft bouncy castle, a mobile soft play ball pond, a 6m x 12m marquee, an 800kg micro digger, a PA sound system, or a removal van — is created as a Product.

SmartBookings tracks physical fleet quantities (stock counts) across all dates. When an item is booked, the system automatically checks live remaining availability, preventing double-bookings.

Step-by-Step: Adding a New Product

1 In the left admin menu, navigate to Products > Products (opens AddResources.aspx).

2 Click the green Add a new product button in the top right.

3 Fill in the core equipment details:

• Product Name: e.g. 15x15ft Disco Dome with Built-in Speaker & Lights, Micro Digger 0.8 Tonne & 3 Buckets, or Under-5s Deluxe Soft Play Set.
• Category: Assign to a category (e.g. Bouncy Castles, Plant & Tool Hire, Marquees, Audio Visual).
• Number Of (Stock Quantity): Enter how many identical units of this item you own in your hire fleet (e.g. if you own 3 identical 12x12 castles, enter 3). SmartBookings will allow up to 3 bookings on the same date!
• Product Code: Optional internal asset tag or serial number (e.g. BC-04 or DIG-02).

4 Product Dimensions & Specifications: In the description editor, list:

• Actual Size: Length x Width x Height (e.g. 15ft (L) x 15ft (W) x 12.5ft (H)).
• Space Required: Minimum required clearance (e.g. Requires 21ft (L) x 19ft (W) x 13ft (H) space for safety mats and blower tube).
• Access Width: Gate and pathway clearance (e.g. Minimum 85cm side gate access required — cannot be taken through standard house doors).
• Power Requirements: e.g. Standard 13A household socket within 25 metres, or 3.5kVA petrol generator required.

5 Click Insert to save your new hire product.

Fleet Stock Quantity Rules