Reference Guide

# Reference Guide Quick lookups and definitions for RecSystems. Keep this section handy for instant answers to common questions about statuses, types, and terminology. ## 🎯 Quick References Available - Booking status definitions and workflows - Fleet type categories and uses - Pricing modification types and examples - Common terms and glossary - System limits and specifications ## 📋 Reference Documents ### [📊 Booking Statuses](booking-statuses.md) *(Coming Soon)* All 9 booking statuses explained: - **Pending** - Initial state, awaiting action - **Checkout** - Customer in payment process - **Reserved** - Paid and confirmed - **Cancelled** - Booking cancelled - **Expired** - Abandoned or timed out - **Rented** - Currently with customer - **Returned** - Equipment back, pending completion - **Completed** - Fully processed and closed - **Refunded** - Payment returned to customer ### [🚤 Fleet Types](fleet-types.md) *(Coming Soon)* Equipment categories in RecSystems: - **Boat** - Watercraft rentals - **PWC** - Personal watercraft (jet skis) - **Snowmobile** - Winter sports equipment - **UTV** - Utility terrain vehicles - **Equipment** - General equipment/tools - **Other** - Miscellaneous rentals ### [💰 Pricing Types](pricing-types.md) *(Coming Soon)* Price modification options: - **Fixed** - Set dollar amount change - **Percentage** - Percentage-based adjustment - **Additive** - Add to base price - **Subtractive** - Reduce from base price - Rule priority and stacking - Calculation examples ### [📖 Glossary](./) *(Coming Soon)* Common RecSystems terms: - Business terminology - Technical terms - Industry-specific language - Abbreviations and acronyms - Feature names explained ## 🔍 Quick Lookup Tables ### Booking Status Flow ``` Pending → Checkout → Reserved → Rented → Returned → Completed ↓ ↓ Cancelled Refunded ↓ Expired ``` ### User Role Hierarchy ``` Super Admin (full system access) ↓ Admin (account management) ↓ Employee (daily operations) ``` ### Time Formats - **Hourly**: Same-day rentals by the hour - **Daily**: Multi-day rentals (per calendar day) - **Flexible**: Custom duration with dynamic pricing ## 📊 System Specifications ### Limits and Maximums - **Booking Statuses**: 9 total - **Fleet Types**: 6 categories - **User Roles**: 3 levels - **Price Rule Types**: 6 options - **Price Modifications**: 4 types - **Integration Options**: 3 services ### Supported Features - ✅ Multi-location support - ✅ Dynamic pricing rules - ✅ Gift cards - ✅ Digital waivers - ✅ Custom domains - ✅ In-app support ### Not Currently Supported - ❌ Customer accounts/logins - ❌ Vouchers (only gift cards) - ❌ Multi-currency - ❌ Customer loyalty programs - ❌ Mobile app - ❌ Offline mode ## 💡 Common Questions ### Booking Related **Q: How many booking statuses are there?** A: 9 statuses from pending to completed **Q: Can bookings skip statuses?** A: Yes, some transitions are allowed (e.g., reserved → cancelled) **Q: What's the difference between returned and completed?** A: Returned means equipment is back but paperwork/charges pending ### Pricing Related **Q: How many price rules can I have?** A: Unlimited, but they apply by priority **Q: Do percentages stack?** A: Yes, when multiple rules apply **Q: Can I have negative prices?** A: No, system prevents this ### User Related **Q: What's the difference between admin and super admin?** A: Super admins have system-wide access, admins are account-specific **Q: Can employees process refunds?** A: Yes, if the booking allows it **Q: How many users can I have?** A: Unlimited per account ## 🎯 Status Quick Reference ### Booking Status Colors - 🔵 **Pending** - Blue (awaiting action) - 🟠 **Checkout** - Orange (in progress) - 🟢 **Reserved** - Green (confirmed) - 🔴 **Cancelled** - Red (cancelled) - ⚫ **Expired** - Gray (timed out) - 🟡 **Rented** - Yellow (active rental) - 🟣 **Returned** - Purple (processing) - ✅ **Completed** - Dark Green (done) - 💰 **Refunded** - Light Blue (money returned) ### Price Rule Types 1. **Standard** - Base pricing rules 2. **Demand-Based** - Dynamic by availability 3. **Last-Minute** - Close to rental date 4. **Early-Bird** - Advance booking discount 5. **Volume** - Quantity-based pricing 6. **Promo Code** - Special offer codes ## 📐 Calculation Formulas ### Price Calculation Order 1. Base unit price 2. Duration multiplier 3. Price rules (by priority) 4. Add-ons 5. Location fees 6. Taxes 7. Gift cards (deduction) = **Final Total** ### Refund Calculations - Full refund: 100% of payment - Partial refund: Manual amount - Fees: May be non-refundable - Timeline: 5-10 business days --- 💡 **Pro Tip**: Bookmark this reference section for quick access during training and daily operations! *Missing something? Let us know at [email protected]*