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Creating and Managing Rentals

Rent out individual Resources to Student or Staff + Generate Invoices!

Overview

Clipboard allows Admins and Managers to rent out individual Resources to Students or Staff.

Creating a Rental Event will create a ‘link’ between the Resource and the Student or Staff member. This allows you to track who has a Resource at any given time and the issue date, status, and rental cost.

Common examples are Instrument Hires or tracking what staff have equipment or sheet music.

Creating a Rental Event

You can create a Rental Event in two places:

  1. From the individual Resource Details page

  2. From the Student or Staff member page

To create a Rental Event:

  1. Click New Rental in the Rental Log card on either the Student page, Staff page, or individual Resource within Resources.

  2. From here, specify who the Rental is for (Student or Staff) and enter their name. If you are doing this from the Student or Staff page, this information may already be pre-filled for you.

  3. Find the Resource you wish to rent out by selecting the Category and Subcategory (if applicable) and the Resource. This may be pre-filled if you do this from the Resource page. You can also scan in a resource that exists in your Resources list to speed up this process.

  4. Enter the Date of Issue and Time.

  5. Add an optional Rental Cost. Click Save.

This will create a line item in the Rental Log table, and the status of the event will now say On Loan.

Note: Only one student can be loaned a piece of equipment or resource at any one time. This will need to be marked as returned, before loaning the resource to another student.

Marking a Rental as Returned

Admins and Managers can mark the Rental as Returned when the Resource has been returned. This will ‘close’ the Rental Event and change the status from On Loan to Returned.

  1. Go to the Rental Event item in the Rental Log, and select the item by ticking the checkbox. You can only return one Resource at a time.

  2. Click More, and Mark as Returned.

  3. Enter the Return Date and Time. This will default to the current date and time.

  4. Specify if you want the item to be Available or Unavailable upon return. E.g. You can mark as unavailable if the Resource is damaged beyond repair.

  5. Use Tags to provide context on the return. E.g. Condition. You will need to set these up separately in your school Settings.

  6. Lastly, add any notes to provide important context. These will show in the view state of the Rental Event but are not editable.

  7. Click Mark as Returned to save.

Note: Return date will only show in view/edit modals of a returned or ‘closed’ rental event. You can edit the return date for a returned rental.

Generating an invoice for a Resource

  1. From the Rental Log (visible on either the Student page, Staff page, or individual Resource within Resources), you can now click Generate Invoice.

2. Fill in the Description required
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3. Once the description is filled, select on the blue button 'Generate Invoice'

4. This will send an email to the student's guardians with the invoice to pay

5. Invoices can be viewed on the Clipboard Payments page under the Invoices tab

FAQ

Can multiple students rent a resource at any one time?

A resource/piece of equipment can only be rented/marked 'On Loan' once at any one time, therefore this can only be assigned to one student. Only once a resource has been marked as returned, the resource can then be rented out again.

Can invoices be generated for several students in the rental log at once?

No, an invoice can only be created for a selected student on the Rental Log.

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