> ## Documentation Index > Fetch the complete documentation index at: https://docs.1club.ai/llms.txt > Use this file to discover all available pages before exploring further. # Equipment rentals > Lend gear out at the counter instead of selling it. Rented items leave stock when they go out, come back when they are returned, and stay on an overdue list until they do. A rental is a product you hand over rather than sell. It leaves stock when it goes out, returns to stock when it comes back, and stays on an overdue list in the meantime. Front-desk staff lend gear and take it back at the counter; managers set up rental products and write off gear that never comes back. Rentals are handed over by a member of staff. Members cannot rent anything themselves online, and every loan is recorded against a member so you always know who has the gear. ## When to use it Use rentals for gear you expect to see again: rackets, balls, bibs, towels, mats. A sale closes the moment it is paid. A rental stays open until the item is back, so you can see what is out, who has it, and what is late. Typical uses: * **A racket with a court booking** - a padel player books an hour and rents a racket on the same order at the till, and the racket is due back when the court booking ends. * **Free bibs for a session** - a coach hands out ten bibs from the member's profile at no charge, and the loans close themselves at the end of the session. * **Chasing missing towels** - a member checks in still holding two towels from last week, and the check-in dialog tells the front desk before they walk past. ## How it works * **Any product can be rented.** Rental is a setting on a product, not a separate catalog. Each product is either sold or rented out, and you decide which. * **Stock follows the item.** Going out reduces the count, coming back restores it. A rental product with no stock record is still tracked: you see who has it and when it is due, and the shelf count simply has nothing to move. * **The item sets the due time.** Gear is due at the end of the booking it went out with, or at the end of the gym's day. * **Partial returns are recorded as such.** Two of three towels back is recorded as two of three, and the loan stays open for the one still missing. * **Priced gear is sold, free gear is lent.** An item with a price goes out through a sale, so the fee is always charged. An item priced at zero opens a plain loan. ## Turn rentals on Go to **Settings** > **Sales** > **Rentals** (`/settings/operations/rentals`) and turn on **Enable rentals**. The setting is organization-wide. Once it is on, the **Rentals** tab appears under **Sales** > **Products**, on the Point of Sale, and on member profiles. Turning rentals **off** stops new gear going out. It does not hide what is already out: the rentals list, the loans on the Point of Sale, and the check-in notice keep working so you can get the remaining gear back. Once nothing is outstanding, those surfaces disappear on their own. ## Make a product rentable With rentals on, open any product in **Sales** > **Products** and find the **Sale or rental** section. | Field | What it does | | - | - | | **Fulfilment** | **Sold** or **Rented out**. Choosing **Rented out** turns the price into the fee for one rental. | | **Due back** | **End of the booking** (the default) or **End of the day**. With no booking to follow, an item falls due at the end of the gym's day. | | **Return automatically** | Close the rental when it falls due, without anyone confirming the item came back. | | **Grace period (minutes)** | How long after the due time to wait before closing it automatically. | Switching a product back to **Sold** clears its rental terms. Rental products show a **Rented out** chip in the products list. ### What a rental product cannot do Two restrictions follow from gear being handed over in person: * **It cannot go in a package.** A package is sold wherever packages are sold, including online, where there is no counter to hand anything over. A product already inside a package cannot be switched to a rental either; take it out of the package first. * **It cannot be added to an online booking.** Members adding extras to their own booking see only items that are sold. ## Lend gear out ### At the Point of Sale Open **Point of Sale** and choose the **Rentals** tab. Gear you can lend is listed on top, separately from the things you sell, so a rental is never rung up by mistake. Scanning a rental item's barcode still adds it. Select the customer, add the item to the order, and charge as usual. A rental always needs a customer on the order. Free gear works the same way: an item priced at zero still opens a loan. Ringing a rental up alongside a court booking on the same order links the two, and the gear is then due back when the booking ends. This needs a single booking on the order: with two or more, 1Club cannot tell which one the gear belongs to, so it falls back to the end of the gym's day. Gear assigned to one gym can only go out from that gym, and gear from another gym is not listed. If the till is set to **All clubs**, pick a gym first - a loan records where the item physically is. ### From a member's profile On a member's profile, click **Add** and choose **Rental** to open **Lend gear**. Pick the item, the gym, and the quantity. The due time always follows the item's own rule. * **Free gear** is lent straight away as a plain loan. * **Priced gear** is sold: choose how the member pays, and 1Club creates and pays the order in the same step. This needs permission to take payments, and the Point of Sale must be turned on for your organization. The member's **Rentals** tab shows what they are holding right now, with a badge that turns red when something is overdue. ## See what is out Go to **Sales** > **Products** > **Rentals**. Four tabs split the list: | Tab | Shows | | - | - | | **Out now** | Everything still out, whether or not it is due | | **Due back** | Still out, with a due time that has not passed yet | | **Overdue** | Still out, past its due time | | **All** | Every rental, including returned and written-off ones | The first three tabs carry a count, so you can see what needs chasing without opening them. Search by the item or by who holds it, and sort by item, holder, checked-out time, due time, or status. Each row shows how much is still out, who holds it, when it went out, and when it is due. A partly returned loan says so, for example "2 of 3 returned". ## Take gear back There are two places to close a loan. * **At the till** - the lower half of the **Rentals** tab on the Point of Sale lists what is out, grouped by who holds it, with the selected customer's gear at the top. Tick a person to take back everything they hold, or tick single items, and confirm once. The tab stays visible while anything is out, even if no gear is left to lend. * **From the rentals list** - use the row's **Return** action on **Sales** > **Products** > **Rentals**. Either way, returning restores the stock. ### Return part of a loan If three bibs went out and two come back, enter **2** when asked how many are coming back. The loan stays open for the remaining one and keeps appearing on the overdue list until it arrives or is written off. ### Write a rental off When gear is not coming back, choose **Write off** on the rentals list. The rental closes as **Written off** and stock **stays reduced**, because the item is genuinely gone. This is the one rental action that needs the delete permission, so a cashier cannot quietly make a missing racket disappear from the books. ## Automatic returns Turn on **Return automatically** for gear that is always handed back at the end of a session, such as bibs, balls, and borrowed mats. 1Club closes those loans when they fall due, after any grace period you set. Automatic closures are recorded as **Auto-returned** rather than **Returned**. A return someone actually saw is evidence, and a return the system assumed is not. Keeping them apart lets you tell a healthy return rate from gear quietly walking out. Leave it off for anything you need to see handed over. If the booking a rental went out with is moved or shortened, the due time moves with it. ## At check-in When someone checks in while still holding gear, the check-in dialog tells the front desk what they have and whether it is overdue. This is the moment most gear comes back, so the notice shows whether or not rentals are still switched on. The member's profile shows the same alert. ## Permissions | Action | Permission | | - | - | | View rentals and what is out | `rentals.read.club`, or `pos.read.club` for the Point of Sale | | Lend gear out | `rentals.create.club` | | Take gear back | `rentals.update.club`, or `pos.create.club` at the Point of Sale | | Write a rental off | `rentals.delete.club` | | Turn rentals on or off | `settings.manage.organization` | Front desk can lend gear out and take it back, but not write it off. Managers and admins can do all four. Selling priced gear also needs the usual till permissions, since a rental with a fee is rung up like any other line. ## Related * [Products](/sales/products) - the catalog a rental item lives in * [Inventory and stock](/sales/inventory) - stock counts that rentals move * [Point of sale](/pos/point-of-sale) - the till the gear goes out from This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.