One profile per identifiable item
Use individual profiles for reusable items that need their own history: a drill, inflatable, ski set or vehicle. This is not a consumables quantity ledger. Decide whether accessories are tracked separately and record that consistently.
Prepare useful information
Gather category, equipment type, name, serial number, location and an identifying photo. Add a daily hire-rate reference only if it helps your staff; it is not a customer checkout price or payment request.
Import carefully
The CSV importer previews up to 25 items per batch. Check the preview before confirming. Imported equipment starts on hold so staff can review condition, dates and readiness before making it available. Keep your original spreadsheet until the register is checked.
Rehearse with fictional records
Use the free demo to practise reservation, checkout, return and fault reporting without saving real business data. The demo resets on refresh. The signed-in evaluation is separate and currently requires ChatGPT sign-in.