Equipment Instances
Track individual physical units of an equipment item — name them, record serial numbers / VINs, and file reports against them.
Equipment Instances let you track each physical unit of an equipment item as its own named record. Where a jet ski equipment item might have a quantity of 10, instances let you name and identify each one individually — "Jet Ski #3", "Jet Ski #7" — and record their serial numbers or VINs.
Instances are optional. You can run Resytech without ever creating an instance, and your equipment quantity continues to drive availability just as before. Instances open up follow-on features like per-unit reports.
When to use instances
Use instances when you need to:
- Identify a specific unit. Operators in the field need to know which physical jet ski a customer rode.
- Track serial numbers or VINs. Insurance, compliance, or registration requirements often need a physical identifier.
- File incident or inspection reports against a specific unit. Reports are filed against an instance, not a generic equipment item — so damage forensics or maintenance history is unit-specific.
If you only need aggregate counts and don't care which physical unit a customer used, you can skip instances entirely.
Where to find them
- Open Dashboard > Equipment and click into an equipment item.
- Click Settings.
- Choose the Instances tab in the sidebar.
The Instances tab shows a searchable list of every individual unit you've registered for this equipment.
What an instance looks like
| Field | Description |
|---|---|
| Name | A human-readable label, 1-100 characters. Often a number or short identifier (e.g., "Jet Ski #3"). |
| Serial Number / VIN | Optional physical identifier — VIN, serial, asset tag. Unique per equipment when present (case-insensitive). |
| Notes | Optional free text, up to 2000 characters. Use it for tracking purchase date, registration details, location, or anything else. |
| Status | A bookable toggle — see below. Defaults to Bookable. |
Click any instance row to open its detail page, where you can edit the same fields and see its filed reports.
Bookable status: marking a unit out of service
Each instance has a Status toggle: Bookable (default) or Out of service. When you mark an instance out of service — say, a jet ski with engine trouble — Resytech reduces the equipment's effective fleet for scheduling by one. Non-bookable instances show an amber "Out of service" pill in the instances list so they're easy to spot.
The math is simple:
effective bookable quantity = Quantity − (number of out-of-service instances)A few consequences worth knowing:
- Default behavior is unchanged. A new instance defaults to Bookable. Operators who don't use the toggle see no scheduling difference.
- Quantity is still the ceiling. Operators set the fleet total on the equipment record; the bookable toggle can only reduce it.
- You only pay for what you track. Have a quantity of 10 but only register 3 instance rows? Marking one of those 3 non-bookable reduces the effective fleet to 9 — Resytech doesn't assume anything about the 7 unregistered units.
- The reduction can't go below zero. If you ever end up with more non-bookable instances than
Quantity, scheduling simply treats the fleet as exhausted.
When the unit is back from the shop, flip the toggle back to Bookable and capacity returns immediately for new bookings.
How instances interact with quantity
Quantity on the equipment record is the fleet ceiling. Instances layer on top:
- Register 6 named instances on a quantity-of-10 equipment — the other 4 stay anonymous and are always bookable.
- Register 12 instances on a quantity-of-10 equipment (e.g. retired units kept for history) — the scheduler never lets effective capacity exceed 10.
- Mark any subset of instances Out of service to reduce the effective fleet (see the section above).
You can adopt instances gradually without disrupting bookings, and you can rename or retire instances without changing your published inventory count.
What's coming
- Booking assignment — record which specific unit a guest used on a booking, for audit trails
The Reports section already lets you file paperwork against specific units today.