Online + In-store
Booqable
Manages rental products, booking dates, availability, duration, rules and checkout for party and event equipment. Booqable is the source of truth for rental bookings and rental payments.
Owners: Hire Coordinator, Ecommerce Manager
Rules that must not be broken
- Buffer days between bookings cover cleaning and transit — never reduce them to win a booking.
- Minimum and maximum hire duration are set per product category, not per order.
- Blackout dates (public holidays, stocktake) are maintained centrally each quarter.
- Date changes and rental payments are managed in Booqable — never in Shopify Checkout.
- Rental refunds, deposits, balances, bonds and damage charges are processed against the Booqable booking.
Process: Availability check to confirmed booking
- 1
Chooses rental dates
Customer · Booqable
- 2
Checks quantity, buffer days, blackout dates and duration rules
System · Booqable
- 3
Holds the rental item during checkout
System · Booqable
- 4
Completes rental payment
Customer · Booqable Checkout
- 5
Booking confirmed and calendar blocked
System · Booqable
- 6
Pre-event reminder scheduled
System · Klaviyo
Process: Booking change or extension
- 1
Requests new dates
Customer · Customer Service
- 2
Checks availability for the new window
Staff · Booqable
- 3
Edits booking and takes any balance owing
Staff · Booqable
- 4
Warehouse out/in dates updated
System · Easy Scan
Integrations
| Connects with | Direction | Data shared |
|---|---|---|
| Shopify Plus | Two-way | Rental product and customer references |
| Easy Scan | Two-way | Out/in scan windows, kit condition |
| Order Fulfilment App | Outbound | Delivery or collection date for the hire |
| Klaviyo | Outbound | Booking confirmations, reminders, return prompts |
When something goes wrong
- Double booking on the same kit
- Resource quantity is higher than physical stock, or a return was never scanned in.
- Customer cannot select a valid date
- Check blackout calendar and minimum lead time for the category.