Subhires

Enabling subhire

Admin users can enable the setting on the page: Admin → General settings → Rentals → Subhires

Once enabled, you can add items to reservations beyond the available stock. Trail will add the items to the reservation but will indicate that the missing equipment must be sourced elsewhere because your organization does not have enough of it.

How the missing quantity appears in reservations

If a user adds more items to a reservation than the organization has available, Trail will show the additionally required quantity in red. This indicates that the equipment needs to be ordered from an external supplier as a subhire.

If several reservations exceed the number of available items for the same time period, the red indicator will update in all those reservations to show how many items may need to be subhired.

How to create a subhire reservation

Step 1 – Check the need

1. Open Reservations – Model reservations
2. Find the model and the time period you want to review
3. Trail will show a negative availability number if the reserved quantity exceeds the organization’s own resources
4. This indicates how many items need to be obtained through subhire.

Step 2 – Create a subhire

1. Open Reservations – All reservations
2. Click New reservation
3. Fill in at least:
   • Title
   • Start date and end date
1. The start and end dates should be longer than the reservations for which the subhired equipment is needed.
4. Select the checkbox: Subhire

5. Click Create and add items
6. Add the required quantity of items rented from an external supplier

7. Click Save
8. The subhire reservation has now been created.

9. The quantities shown in the original reservations will automatically update to indicate that the required number of items is now available.