Tools: Guest Reservations"

This video looks at a tool that allows people without a GearLog account to make equipment reservations.


Introduction

This video is about a GearLog tool that allows guests—people without a GearLog user account—to make equipment reservations from an inventory. This feature is helpful for organizations like educational institutions, climbing walls, or ski centers where individuals need to reserve equipment without being granted full platform access.



Accessing the Tool

To begin, navigate to the Tools menu and select Guest Reservation Link. From here, you can:

  • Copy the direct link to use in newsletters or emails.
  • Generate a QR code to print and display at your facility.


The Guest Reservation Process

When a guest accesses the tool via link or QR code, they follow these steps:

  1. Personal Information: The guest provides their name, email address, and contact number.
  2. Date Selection: They specify the dates they require the equipment.
  3. Inventory Browsing: Guests browse a simplified version of the inventory. The platform automatically filters the view to show only items that are available for the selected dates.
  4. Selection: Guests add items (e.g., climbing shoes or helmets) to a shopping basket.
  5. Acknowledgments: Before finalizing, guests must view customizable health and safety messages or collection instructions configured in your settings.
  6. Completion: Once the terms are accepted, the reservation is submitted.


Post-Reservation Management

After a reservation is made, the platform facilitates the following workflow:

  • Confirmation: An automated email is sent to both the guest and the administrator containing all reservation details and instructions.
  • Admin Oversight: Reservations appear in a list within the platform. Administrators can view, modify, or cancel reservations as needed.
  • Loaning Out: When the guest arrives, the administrator can change the reservation status to "On Loan." The system defaults the loan details to the guest's provided information.
  • Returns: Once the guest brings the equipment back, it is marked as "Returned to Stock."


Additional Implementation Notes

  • Sizing: It is recommended to include sizes in the item name or use attributes so guests can select the correct fit (e.g., for shoes or harnesses).
  • Pre-built Lists: You can make entire sets (like a "climbing package") rentable as a single unit.
  • Security: The guest link provides "read-only" access to the inventory, ensuring guests can see what is available without being able to edit your records.