🚲How to Set Up Bikes, Ski Gear, or Trailers as Equipment in Cowlendar

This is an Ultra feature. If you're using the free version of Cowlendar, you’ll need to upgrade your plan to access equipment-based availability.

Cowlendar’s Equipment-based availability is perfect for businesses that rent or manage identical or unique physical items like bikes, ski gear, or trailers. With this feature, you can control when and how each item is available for booking — improving your inventory management and avoiding double bookings.

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🎯 Why Use Equipment-Based Availability for Bikes, Ski Gear, or Trailers?

This feature is designed for businesses offering multiple identical or unique items that customers can rent for a period of time. It’s especially useful if:

• You want to limit bookings based on available stock (e.g., 10 bikes).

• You rent specific units (e.g., Ski Gear Set #7, Mountain Bike #3).

• You need inventory tracking and individual identifiers like serial numbers or license plates.

With this setup, you’ll be able to ensure accurate inventory control, reduce overbooking, and improve the customer experience.

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⚙️ How to Add This Equipment Type to Your Account

You can add your bikes, ski gear, or trailers from two locations in Cowlendar:

🔁 Option A: Add Equipment While Editing a Service

If you're already editing your service:

1. Go to Shopify > Apps > Cowlendar.

2. Click My Services.

3. Click Edit on the multiday booking service.

4. Go to the Availability tab.

5. Under Availability Mode, choose Availability per Equipment.

6. Click Add Equipment.

If you haven’t enabled Availability per Equipment, you won’t be able to link your items.

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📂 Option B: Add Equipment from the Main Cowlendar Menu

1. From the Cowlendar home screen, click on Equipment in the left sidebar.

2. Click + Add Equipment.

3. Choose Bikes / Ski Gear / Trailers as the type.

This will open the equipment configuration screen.

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🛠️ Configuring the Equipment

When you choose Bikes / Ski Gear / Trailers, the setup screen includes several key sections:

1. 🖼️ Icon & General Information

• Select an icon from our built-in library, or upload your own image (max file size: 50 KB).

• Fill in the Internal Name (used by you and your team).

• Define the Customer Label (this is what your customers will see).

• Optionally, add a description of the equipment.

Use a clear Customer Label like “Mountain Bike - Medium” to avoid confusion during booking.

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2. 📦 Quantity and Capacity

Specify how many units of this equipment type you have available.

For example: You have 9 identical mountain bikes or 3 ski trailers.

Once you enter a quantity greater than 1, two important options will appear:

a) Track Quantities

Manage identical items as a single stock unit.

Example: You have 9 mountain bikes, and they’re all the same. You just want to ensure that a total of 9 can be booked — it doesn’t matter which exact bike is chosen.

b) Track Individually

Track each item separately with unique identifiers like serial numbers or labels.

Example: You rent out different bikes with different tire sizes or brands, and you want to know exactly which one is rented to each customer.

Choose the option that best fits your business model.

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3. 💾 Save Your Equipment

After configuring your equipment, click Save.

Your bike, ski gear, or trailer is now ready to be linked to any service using Availability per Equipment.

Make sure your service is already set to Availability per Equipment, or you won’t be able to link the equipment you just created.

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✅ What’s Next?

Once your equipment is saved:

• Go to your desired service, edit it, and select your equipment under the Availability tab.

• Customers will only be able to book this service when the linked items are available.

• You can track inventory, customize availability rules, and provide a smooth rental experience.

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🆘 Need Help?

If you’re unsure how to set up your equipment or have questions about upgrading your plan, reach out to us via the in-app chat. Our support team is here to help!