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After the booking becomes a rental

The booking flow ends the moment a booking is paid and becomes a confirmed rental. This page covers everything after that: handing the item over, getting it back, checking its condition, and putting it back into circulation. You work through this in two places — the rental itself under Rentals, and the day-to-day queues under Operations.

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Pooled or individually tracked

Every rental product is tracked one of two ways. Pooled is the default. circuly counts how many units you have and how many are out. Any unit is as good as any other, so there is nothing to identify. Individually tracked registers each unit separately, with its own serial number, notes, tags, and history. Choose this when you need to know exactly which unit a customer has. To switch, open the product under Rentals → Inventory and choose Switch to individual tracking. You then register one entry per unit you own.
Switching to individual tracking is one-way. You cannot go back to a pooled count afterwards, so make the change when you are confident you want to track each unit.

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Handing the item over

There are two ways a rental starts:
1

Mark it delivered in circuly

Open the rental under Rentals → Bookings and choose Mark as delivered. The rental becomes active and circuly creates the fulfillment in Shopify for you.
2

Or fulfil the order in Shopify

If you fulfil the line in Shopify as part of your normal picking routine, circuly notices and activates the matching rental on its own. You do not have to do both.
To hand over several at once, use Operations → Fulfillment, select the rentals, and choose Mark as delivered.
If the Shopify fulfillment cannot be created, the handover still stands — circuly tells you to fulfil the order in Shopify manually. Cancelling a fulfillment in Shopify afterwards does not move the rental back; reopen it in circuly if you need to.

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Getting it back

How you receive a return depends on how the product is tracked. Pooled products. Choose Mark as completed on the rental, or select several in Operations → Returns and choose Mark received. The units go straight back to available. No condition is recorded. Individually tracked products. Choose Inspect & receive units. You record a condition and optional notes for each unit that is still out, so you can put one unit back on the shelf and hold another for repair.

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Condition verdicts

Units in cleaning, repair, or damaged are held out of the count customers can book, so nobody reserves a unit that is on your workbench. They come back into circulation when you choose Mark ready.

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Working with a single unit

Open a unit from the product’s Units table to see and edit its full record: serial number, tags, notes, and a dated history of everything that has happened to it. Depending on where the unit is, you can:
  • Mark ready — return a cleaned or repaired unit to available
  • Retire — take a unit permanently out of service
  • Mark lost — record a unit you cannot find
  • Recover — bring a lost unit back after it turns up
If retiring or losing a unit would leave you short for rentals that are already booked, circuly warns you and blocks the change. Resize your fleet or move those bookings first.

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Seeing what needs doing

Operations → Today collects everything waiting on you, grouped as Money, Out the door, Coming back, and Health. Overdue handovers and overdue returns show up here first. The Fulfillment and Returns queues are the working lists behind those groups, with views for what is due today, this week, and what is already late.

Rental Inventory & Capacity

Set how many units you have and how availability is worked out.

Asset tracking

Track serial-numbered units attached to subscriptions.