🏬How to Set up Custom Equipment Template in Cowlendar

Ultra Flexible – For unique setups and group-based usage

Are you offering something that's not a simple car, bike, or room — but something more custom, like a hot tub, picnic spot, private cabin, or yoga dome?

Then this template is for you. The Custom Equipment Template lets you define your own type of equipment, configure how it's tracked, give it unique identifiers, and even specify if it's used by individuals or groups (like a table, canoe, or spa).

This is the most powerful template in Cowlendar and offers full freedom to match your real-world setup.

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🚀 How to Create This Equipment

There are two ways to create a Custom Equipment Template. Both are equally valid, and you can choose the one that fits your workflow.

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🅰️ Option A – From within a Service

Create the equipment directly while setting up your service:

1. Go to My Services.

2. Click Edit on the service where you want to add this equipment.

3. Go to the Availability tab.

4. Scroll to the section “Is this service based on equipment availability?” and click Yes.

5. Click “Add new equipment”.

6. Select Custom Template as your equipment type.

7. Proceed with the configuration (see below).

✅ Recommended if you’re building the setup from scratch.

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🅱️ Option B – From the Equipment Panel

Create the equipment first, and connect it to services later:

1. On the Cowlendar sidebar, click Equipment.

2. Click “New Equipment”.

3. Select Custom Template.

4. Fill out the information and save.

✅ Recommended if you want to reuse the same equipment in multiple services later.

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📝 Step 1 – General Information

This section helps you define the identity of your equipment:

• Internal Name What you see on your dashboard. Example: “Premium Dome 01” (Your customers won’t see this.)

• Customer Label What your customers will see when booking. Example: “Private Dome”

• Description Optional, but useful if you want to explain what this equipment offers.

• Icon Choose an icon from our library or upload your own. 🎨 Custom icons must be under 50KB.

ℹ️ Tip: A clear, short label improves trust and helps the user pick quickly when booking.

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⚙️ Step 2 – Quantity and Capacity

This section lets you define how many units of this equipment you have, and how they are tracked.

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🔢 Quantity

Specify the total number of equipment units available. Example: If you have 4 domes or 3 picnic tables, set the quantity accordingly.

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🛠️ Choose a Tracking Method

You can choose between two tracking modes, depending on whether your equipment items are identical or unique.

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🅾️ Track Quantities (Collectively)

“I have 5 identical picnic tables and I don’t care which one gets booked.”

Use this if:

• All your equipment items are the same

• You don’t care which one gets assigned

• Example: picnic spots, generic yoga mats

With this mode, customers don’t select a specific ID — the system just checks if there’s one available.

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✅ Track Individually (With Unique Identifiers)

“Each dome has a name, and I need to know exactly which one was booked.”

Use this if:

• Each equipment has a unique identity (like a cabin number or license plate)

• You need to track exactly who used what

You'll be able to assign each unit:

• A custom ID (like “DOME_01”)

• A custom capacity (see next section)

ℹ️ Use this option if you’re renting things like:

• Event cabins

• Standalone saunas

• Premium spots with different features

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👥 Is the equipment used by group?

Toggle this ON if your equipment is shared by a group of people, like:

• A picnic table (4 people can use it)

• A hot tub (2–6 people)

• A private lounge (for small events)

Once you activate it, a new field appears:

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➕ Capacity per unit

“How many people max can use this one unit at the same time?”

• Set this based on real-world usage.

• Example: You have 3 picnic tables, each for 6 people → Set quantity = 3 and capacity = 6

This ensures that even if only one person books, you don’t overbook beyond the physical limit of the item.

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🔧 Unit Configuration (only if you use Track Individually)

If you’re tracking each item separately, you’ll now need to configure each unit:

• ID – Give each unit a name or code (e.g., “TENT_A1”, “SPA_02”)

• Capacity – Set how many people this specific unit can hold

💡 This is especially useful if some units have different capacities.

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📎 Pro Tips

• You can mix and match logic: → Track individually and use group capacity per unit.

• You can edit this equipment later, even if it's already assigned to a service.

• If you're managing a restaurant, campsite, or wellness space — this is your go-to template.

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🔗 Link to a Service

Once created, this equipment can be assigned to any service that supports equipment-based availability. Just go to the Availability tab of that service and select it from the dropdown.

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✅ Example Setups

Scenario	Quantity	Tracking	Group	Capacity
3 picnic tables	3	Track individually	Yes	6
4 hot tubs	4	Track quantities	Yes	2
2 private domes with different features	2	Track individually	Yes	Dome A: 2, Dome B: 4
5 meditation mats	5	Track quantities	No	-