Understanding Rental Availability and Conflict Indicators in Leads
The Leads Rental Table separates lead-specific conflicts from total inventory availability. Use the Attention Needed indicators to identify booking conflicts and the Available column to review overall demand across overlapping reservations.
Prerequisites
- Permission to view or edit leads.
- A lead with an event date, start time, end time, and rental items.
- Accurate inventory quantities, required accessories, and turnaround settings.
Understanding the Rental Availability Columns
| Column | Purpose | Interaction |
|---|---|---|
| Attention Needed (🔔) | Shows colored quantity pills for direct conflicts, tight turnarounds, and conflicts affecting other leads. It considers booking priority, turnaround cushions, and required accessories. | Click the bell for the legend. Click a colored pill for conflict details. |
| Available | Shows total availability across all overlapping reservations. It does not apply booking priority or turnaround cushions. | Not clickable. The value remains visually neutral, including when it is negative. |
Note: If none of the lead’s rental items have a hard conflict, soft conflict, or turnaround warning, the entire Attention Needed column and bell icon are hidden.
How to Review Rental Availability
- Go to Events → Leads/Events.
- Open the lead you want to review.
- Locate the rentals table.
- Review the Available value for each rental item to see total availability across overlapping reservations.
- If the Attention Needed column appears, click the bell icon (🔔) to open the Availability Legend. Use the legend to identify what each pill color means.
- Click a colored quantity pill beside a rental item to open its contributor timeline.
- Review the default Needs attention tab for booking priority, turnaround buffers, and shortages affecting the lead.
- Click a contributing lead’s name to open that lead and review its reservation.
- Select the Availability view tab to see total demand across all overlapping reservations.
Conflict Pill Color Codes
| Color | Meaning | Example |
|---|---|---|
| Red (−X) | This lead has a direct inventory conflict based on booking order. The details identify the item as Overbooked by X. | There are 10 chairs in stock. An earlier booking needs 8 and this lead needs 4, so this lead is overbooked by 2. |
| Gold (−X) | A nearby booking creates a shortage when the turnaround cushion is included. | The overall Available value may be positive, but there is not enough turnaround time between reservations. |
| Blue (−X) | The item is available to this lead because of booking priority, but this reservation causes or contributes to a shortage on a later lead. | This lead receives the available stock, leaving insufficient inventory for a subsequent reservation. |
Feature Options & Parameters
- Availability Legend: Click the bell icon to review the meanings of the attention indicators.
- Needs attention: The default popup tab. It shows booking order, turnaround buffers, required accessory shortages, and contributing leads.
- Availability view: Shows total requested inventory compared with total stock across the overlapping event window.
- Booking priority: Determines which lead receives available inventory first when demand exceeds stock.
- Turnaround cushion: Extends the time an item is considered unavailable before or after an event.
- Required accessories: A rental may require attention when a limited accessory is unavailable, even if the main item is unlimited.
- Compact or concise view: Pill icons may be hidden to save space, but their colors, quantities, and click actions remain available.
- Mobile layout: The legend docks to the top or bottom of the screen and scrolls independently from the rentals table.
Special Inventory Behaviors
- Tents and unsupported rows: Continue to show the standard Available value without an attention pill.
- Unlimited items: Show unlimited availability unless they depend on a required accessory with limited stock.
- Recalculation: After changing rental items, quantities, dates, or times, the Available cell temporarily shows a dash and existing pills are disabled. Updated values appear when the calculation finishes.
- Calculation timing: Values represent the latest completed calculation cycle. They do not continuously refresh while the lead remains idle.
Use Cases
- Resolve a direct overbooking: Open a red pill, review earlier-priority reservations, and adjust quantities, dates, or affected leads.
- Investigate a tight turnaround: Open a gold pill to identify nearby bookings that do not leave enough time for return, preparation, or delivery.
Troubleshooting & FAQs
Why is the Attention Needed column missing?
The column automatically hides when none of the lead’s rental items have a hard conflict, soft conflict, or turnaround warning. It may also be unavailable for unsupported inventory rows.
Why is Available positive when a gold warning appears?
The Available value does not include turnaround cushions. A gold pill means availability becomes insufficient when the required turnaround time is included.
Why does a blue pill appear if this lead can be fulfilled?
Booking priority gives the available inventory to this lead, but its reservation contributes to a shortage on a later lead.
Why is the Available value negative but not highlighted?
The Available column is intentionally neutral and non-clickable. Use the colored Attention Needed pill to determine which lead has priority and where the conflict occurs.
Why does the Available cell show a dash?
The lead is recalculating after a change to its items, quantities, dates, or times. Wait for the latest calculation to finish.
Why can’t I click an existing conflict pill?
Pills are temporarily disabled during recalculation to prevent outdated conflict details from opening.
Why does an unlimited item show a conflict?
The unlimited item may depend on a required accessory that has limited stock. Open the pill to identify the constrained accessory.
Why does a tent show availability without an attention pill?
Tents and other unsupported rows retain their standard Available value but do not receive attention pills.
How do I clear a conflict?
Open the conflict details, identify the contributing reservations, and update the affected quantity, rental item, event time, or event date. Wait for recalculation to confirm that the conflict has cleared.