Add an Equipment Instance
Register an individual physical unit of an equipment item so it can be named, identified by serial / VIN, and have reports filed against it.
Add an equipment instance whenever you need to track a specific physical unit by name — typically because you'll be filing reports against it, recording serial numbers for insurance, or both. Instances are optional and don't affect availability calculations.
Before you begin
- You need access to the Resytech Dashboard with the Resources permission.
- Decide on a name for the unit. Most operators use a numbered scheme like "Jet Ski #1", "Jet Ski #2", etc.
- Optionally have the serial number / VIN handy.
Steps
- In the sidebar, click Equipment and click into the equipment item.
- Click Settings in the top right of the equipment detail page.
- Choose the Instances tab in the sidebar.
- Click Add Instance. A dialog appears.
- Fill in the fields:
| Field | Required | Description |
|---|---|---|
| Name | Yes | A label for the unit, 1-100 characters. Must be unique would be the operator-friendly thing but is not enforced. Example: Jet Ski #3. |
| Serial Number / VIN | No | Physical identifier. Up to 100 characters. Unique per equipment when present (case-insensitive). |
| Notes | No | Free text up to 2000 characters. Use for purchase date, registration details, storage location, etc. |
| Status | Defaults to Bookable | Leave on Bookable when adding a unit that's ready to rent. Flip to Out of service if you're registering a unit that's already in the shop — scheduling will treat the fleet as one smaller while the toggle is off. See Mark an Instance Out of Service. |
- Click Create Instance.
What happens next
- The instance immediately appears in the Instances list. You can click into its detail page to see metadata, edit fields, or delete. Non-bookable instances show an amber "Out of service" pill next to the name.
- The equipment's
Quantityis unchanged. Instances do not increment or decrement quantity — the toggle can only reduce the effective fleet, never grow it pastQuantity. - The instance can now have reports filed against it.
Tips
- Naming is for humans, serials are for systems. Use the Name field for operator-friendly labels ("Jet Ski #3") and the Serial Number field for insurance / registration identifiers ("VIN 1JS-XYZ-2024").
- You can have more instances than
Quantity. Retired units can stay in the registry; mark them Out of service and the math clamps at zero so they can't push availability negative. - Use the quick-edit (pencil) icon on the list for fast renames. Click the row to open the full detail page for everything else.
- Deleting an instance is blocked if any reports are filed against it — this preserves audit history. Delete or move the reports first.
Track Equipment Performance
How to use the equipment dashboard to monitor rental counts, revenue, booking sources, and upcoming reservations.
Mark an Equipment Instance Out of Service
Toggle a specific physical unit off so it stops counting toward bookable availability — for repairs, damage, missing units, anything that takes a unit offline temporarily.