How Rentino.ai works
in detail
Detailed guides for each platform feature. We'll walk you through how to get the most out of every tool, step by step.
Organizing inventory with categories
Categories are the building blocks of your rental shop. They let you organize your inventory and define what properties your items have.
What is a category?
A category is a group of similar items – e.g. 'Tablets', 'Cameras', 'Tents'. Each category can have its own set of attributes (properties) that describe the items in it.
Why categorize?
Without categories, all items would have the same properties. With categories, a tablet can have 'screen size' while a tent has 'number of people' – each type gets exactly what it needs.
Step-by-step guide
Create a category
In the dashboard, go to Categories and click '+ New Category'. Enter a name (e.g. 'Tablets') and optionally a description.
Choose short, descriptive names. Customers will see them when browsing your offerings.
Define attributes
You can add custom attributes to each category – text fields, numbers, select options. For example, for the 'Tablets' category, add 'Screen Size' (text) and 'Battery Capacity' (number).
Select-type attributes are ideal for standardized values like colors, sizes, or materials.
Set visibility
For each attribute, decide whether it should be public (visible to customers on the product page) or internal (visible only to you in the dashboard).
Internal attributes are great for inventory numbers, serial numbers, or internal notes.
Assign assets
When creating or editing an item, select a category. The system will automatically display form fields for that category's attributes.
Example structure
Category
Tablets
Attribute
Screen Size
Asset
iPad Pro 12.9"
Attribute Schema
Each category has its own JSON schema that defines the structure of attributes. The system manages it automatically for you.
Public Attributes
Mark attributes as public and customers will see them on the product detail page – ideal for specifications.
Internal Attributes
Internal attributes remain hidden from customers – great for inventory numbers or internal notes.
Contracts and documents for your rental shop
The system allows you to create contract templates, automatically populate them with reservation data, and generate professional PDF documents – all in multiple languages.
Contract Templates
Create a contract template once and use it for all reservations. The system automatically fills in names, dates, prices, and other details.
Multi-language Contracts
Each template can be created in 6 languages (CZ, EN, DE, PL, ES, FR). When generating a contract, you can manually choose the language or use your shop's default.
Professional Output
Contracts are generated as PDF documents with automatic formatting, signature fields, and company details.
How to work with contracts
Create a template
In the dashboard, go to 'Contract Template'. Write the contract text and insert placeholders – special tags like {{customer_name}} or {{total_price}} that the system will automatically replace with real data.
Click on a placeholder badge to insert it at the end of the text. Then move the placeholders to the correct position in the template.
Prepare language versions
Switch the language tab and create a translation. Each language has its own version – so you can have Czech, English, and German contracts.
You don't have to create all languages at once. Start with your main language and add others gradually.
Generate a draft for a reservation
For each reservation, click 'Create contract draft'. The system takes the template, replaces placeholders with real data (customer name, dates, items...) and creates an editable draft.
You can manually edit the draft before downloading – add special conditions or notes for a specific reservation.
Regenerate when template changes
Updated the template and want changes reflected in existing reservations? Click 'Regenerate from template' or select a specific language via 'Generate in another language'.
Download or preview
View the finished contract in a browser preview or download it as a PDF file.
Available Placeholders
Insert these tags into your contract template – the system will automatically replace them with real reservation data when generating.
{{display_id}}Reservation number{{client_name}}Shop name{{client_address}}Shop address{{client_phone}}Shop phone{{client_registration_number}}Shop registration number{{client_vat_id}}Shop VAT ID{{customer_name}}Customer name{{customer_email}}Customer email{{customer_phone}}Customer phone{{customer_address}}Customer address{{items_list}}Items list{{start_date}}Start date{{end_date}}End date{{total_price}}Total price{{currency}}Currency{{vat_rate}}VAT rate{{vat_amount}}VAT amount{{total_with_vat}}Price with VAT{{today}}Today's dateContract Lifecycle
Template
Create once
Draft
Auto-populated
Download or preview
Reservation Lifecycle
Every reservation goes through clearly defined states – from creation to return. Understanding these states helps you manage the entire rental process efficiently.
Unconfirmed
The customer created a reservation but the shop hasn't confirmed it yet. Awaiting your action.
Confirmed
You accepted the reservation. Items are blocked in the calendar for the given period.
Ongoing
The customer picked up the items. The system automatically records the start time.
Returned OK
Items were returned in good condition. The reservation is successfully completed.
All reservation statuses
Default state of every new reservation. The customer sent a request and is waiting for your confirmation.
Confirm → Confirmed | Cancel → Cancelled
The reservation is approved. Items are blocked for the period and no one else can reserve them.
Start → Ongoing | Cancel → Cancelled
The customer picked up the items. The system automatically records the actual start time. The reservation cannot be cancelled in this state.
Return OK → Returned OK | Return Damaged → Returned Damaged
Items were returned in good condition. The system records the actual end time. This is one of the final states.
Final state – no further transitions
Items were returned but with damage. You can record a penalty (description + amount) which is added to the reservation price.
Final state – option to add penalty
The reservation was cancelled by you or the customer. Cancelled reservations are automatically hidden from the calendar and overviews but remain in the system for audit purposes.
Final state – cannot delete, only hide
Alternative final state for reservations that were ended in a standard way without specifying the return condition.
Final state
The reservation was reported due to a problem – late return, unauthorized use, etc. The admin can review and resolve it.
Admin resolves → can restore to previous state
Typical reservation flow
Customer creates a reservation
The customer selects items, enters dates, and submits the reservation. The system checks availability (capacity) in real-time and creates a reservation with 'Unconfirmed' status.
The system automatically checks capacity – if an item is fully booked for the period, the reservation cannot be created.
You confirm the reservation
In the dashboard, click 'Confirm' on the reservation. This blocks the items for the period. The customer receives confirmation and you can generate a contract.
You can also create reservations manually via 'New Reservation' – for walk-in customers or phone orders.
You start the rental
When the customer comes to pick up the items, change the status to 'Ongoing'. The system automatically records the actual start time (which may differ from the original date).
You record the return
After items are returned, choose 'Returned OK' or 'Returned Damaged'. For damage, you can enter a description and penalty amount. The system automatically records the actual end time.
For damaged returns, the penalty is automatically added to the total reservation price and shown on the invoice.
Invoicing and documents
After the reservation ends, you can download the invoice, contract, or export data. All documents remain accessible in the reservation history.
Main status flow
Unconfirmed
New reservation
Confirmed
Approved
Ongoing
Handed over
Returned
Completed
Important rules
Reservations cannot be deleted
To maintain an audit trail, the system does not allow deleting reservations. Unwanted reservations can only be cancelled – they remain in history but don't block the calendar.
Automatic time records
When transitioning to 'Ongoing' status, the actual start time is automatically recorded. On return, the actual end time is recorded.
Capacity validation
The system checks item availability in real-time. If an item is fully booked, an overlapping reservation cannot be created (unless overlap is allowed).
Reporting issues
If a problem occurs (late return, damage), you can report the reservation. Reported reservations are handled by the platform administrator.
Pricing rules, surcharges and promo codes
The system lets you flexibly configure pricing – from base prices through weekend surcharges and volume discounts to promo codes. Prices are calculated automatically for every reservation.
Time Unit
Set prices per hour, day, month, or a flat rate per reservation. The system automatically calculates the total based on the selected period.
Weekend Surcharge
Set a percentage surcharge for weekend days (Saturday + Sunday). The surcharge applies only to the weekend portion of the reservation.
Volume Discounts
Define discounts for longer rentals – e.g. 10% off from 7 days, 20% off from 30 days. The highest matching discount is applied automatically.
Promo Codes
Create discount codes with percentage or fixed discounts, limited validity and usage limits.
How to set up pricing
Set the base asset price
Each item has a base price and a chosen time unit (hour, day, month, flat). This is the starting point for total price calculation.
Flat rate (per reservation) is ideal for items where rental duration doesn't matter – e.g. one-time services.
Set the weekend surcharge
In your shop settings, enter a percentage surcharge for weekends (e.g. 20%). The system automatically identifies weekend days in the reservation period and applies the surcharge only to those.
The surcharge is calculated proportionally – if a reservation includes 2 weekend days out of 7, the surcharge applies only to those 2 days.
Define volume discounts
Add rules for discounts based on rental duration. Each rule has a minimum number of days and a corresponding percentage discount. The system automatically selects the best matching rule.
Rules are ordered from longest duration – the customer automatically gets the largest discount they qualify for.
Create promo codes
In the dashboard, create a promo code with optional valid-from/to dates, maximum number of uses, and discount type (percentage or fixed amount).
The customer enters the promo code during booking. The system validates it and automatically applies the discount.
Transparent price breakdown
During booking, the customer sees a complete price breakdown: subtotal, weekend surcharge, volume discount, promo discount, VAT, and total price. The same breakdown appears on the invoice.
How the price is calculated step by step
The system calculates the final price in this order:
Base price × number of units (hours/days/months) × quantity
+ Weekend surcharge (% of price for weekend days/hours)
− Volume discount (% of subtotal, if duration qualifies)
− Promo code discount (% or fixed amount from total reservation)
= Final price (min. 1 CZK) + VAT per shop's rate
Pricing flow
Base Price
Price × time × qty
Rules
Surcharges & discounts
Promo Code
Optional discount
Total Price
Including VAT
Important pricing rules
Minimum price
The final reservation price after all discounts cannot drop below 1 CZK. The system automatically prevents excessive discounts.
Maximum percentage discount
Percentage discounts (promo codes and volume) are capped at 99% to always maintain a non-zero price.
Fixed promo codes
Promo codes with a fixed amount (e.g. −500 CZK) are applied once to the total reservation sum, not to individual items separately.
VAT and currency
Each shop has its own VAT rate and currency configured. VAT is calculated from the final price after discounts and displayed transparently to the customer.
Damage Management
Complete workflow for handling damaged or destroyed items — from reporting through repair to damage history.
Structured report
Detailed form with severity classification, damage type, and description.
Auto maintenance
Each report automatically creates a maintenance task with cost estimates.
Customer notification
The customer is automatically informed about damage records and any penalties.
History & trends
Visual damage overview per asset with monthly trends and statistics.
How the damage workflow works
Return with damage
When a customer returns an item, click 'Returned Damaged' in the ongoing reservation detail. The reservation moves to returned_damaged status.
The asset stays active — deactivation is your choice.
Fill out the damage report
A structured form appears where you select severity (minor, moderate, severe, destroyed), damage type (cosmetic, functional, structural) and describe the damage.
The more detailed the description, the easier it is to resolve disputes.
Photo documentation
Upload damage photos or enter URLs. Photos are stored with the report as evidence.
We recommend at least 3 photos — detail, overview, and context.
Automatic maintenance creation
The system automatically creates a 'damage_repair' maintenance task with title, description, estimated costs, and reservation reference.
Customer notification
The customer receives an in-app notification and email about the recorded damage. The notification shows severity and a link to the reservation.
Track trends
In each asset's maintenance panel, you can see damage history with a 12-month trend chart broken down by severity.
Damage workflow
Return
returned_damaged
Damage Report
Form + photos
Maintenance
Auto task
Resolved
Repair completed
Severity levels
Each damage report has an assigned severity that affects repair priority and visual highlighting in history.
Minor
Small cosmetic flaws — scratches, scuffs. Asset is fully functional, no immediate repair needed.
Moderate
More visible damage — cracks, damaged accessories. Asset works but repair is recommended.
Severe
Significant damage — non-functional parts, structural issues. Consider temporarily deactivating the asset.
Destroyed
Asset is irreparable or repair would exceed its value. Consider write-off and replacement.
Best practices
Always photograph
Photo documentation is key evidence when resolving disputes with customers.
Set penalties
Use the penalty field — it's automatically added to the reservation total.
Watch trends
If damage frequency increases for an asset, consider adjusting insurance terms.
Update condition
Update the asset condition in the maintenance panel — customers see it on the detail page.
QR Payments from Reservations
Simplify payment collection — customers scan a QR code in their mobile banking app and the amount is transferred directly to your account. No transaction fees.
Instant QR Code
Generate a payment QR code with amount, reference number and IBAN in one click from any completed reservation.
Mobile Banking
Customers scan the QR code in any banking app — payment details are pre-filled automatically.
CZ & EU Formats
The system automatically selects SPD format (CZ/SK) or EPC QR (SEPA, eurozone) based on your currency.
Zero Fees
Unlike online payment gateways, there are no transaction fees — money goes directly to your bank account.
How to Set Up QR Payments
Enable QR Payments
Go to your profile settings, find the "Payment Details" section, and toggle QR payments on.
QR payments are disabled by default — you need to explicitly activate them.
Enter Bank Details
Enter your IBAN, SWIFT/BIC, bank name, and optionally a local account number. These details are used to generate QR codes.
IBAN is required for QR code generation. The local account number format (e.g. 123456/0100) is shown to customers for manual entry.
Complete a Reservation
Follow the standard process — from confirmation through pickup and return to completion.
Generate Payment QR
In the reservation detail, click the "Payment QR Code" button in the Invoicing section. A dialog with the QR code, amount, and payment details will open.
The QR code includes the reservation number as variable symbol, making it easy to match incoming payments.
Share with Customer
Download the QR code as a PNG image and send it to the customer via email, or display it directly on screen.
QR Payment Flow
Settings
IBAN + QR enabled
Reservation
Completed
QR Code
SPD / EPC format
Paid
Money received
Supported QR Code Formats
The platform automatically selects the correct format based on the currency set for your rental shop.
SPD (CZ/SK)
Short Payment Descriptor — Czech and Slovak standard. Supported by all banks in CZ and SK. Used for CZK payments.
EPC QR (SEPA)
European standard for SEPA Credit Transfer. Compatible with eurozone banks. Used for EUR and other currency payments.
QR Payment Tips
Variable Symbol
The QR code automatically includes the reservation number as variable symbol — simplifies matching incoming payments.
Amount Verification
The amount in the QR code matches the total reservation price including VAT, penalties, minus discounts.
Test Scan
Before first real use, scan the QR code with your own banking app to verify all details are correct.
Alternative to Online Payments
QR bank transfer is ideal for smaller rental shops that don't want to pay monthly fees for payment gateways.
Notification System
The platform automatically informs the right people at the right time — via email and in-app notifications. Each role sees only relevant notifications.
Email Notifications
Automatically sent branded emails — reservation confirmations, invoices, damage alerts, and more.
In-App Notifications
Instant alerts directly in the app via the bell icon. Real-time updates without refreshing the page.
Superadmin Management
Superadmin can manage templates, toggle channels (email / in-app), monitor delivery logs, and configure branding.
Notifications by Role
Customer
Reservation Confirmed
Email + in-app notification when the rental shop confirms the reservation.
Reservation Cancelled
Notification about reservation cancellation with reason.
Reservation Completed
Summary of completed reservation with link to leave a review.
Damage Reported
Alert about reported damage to an asset with description and estimated repair cost.
Invoice Issued
Email with invoice link after reservation completion.
Return Reminder
Automatic reminder one day before the scheduled return of the rented asset.
New Message
Alert that the rental shop sent a new message in the reservation chat.
Rental Shop (Client)
New Reservation
Notification about a new unconfirmed reservation — needs to be confirmed or declined.
Cancelled Reservation
Customer cancelled their reservation — asset is available again.
Asset Return
Alert about a scheduled return — prepare for condition inspection.
Damage Report
New damage report — requires assessment and possible maintenance creation.
New Customer Message
Customer sent a message in the reservation chat — respond promptly.
New Review
Customer left a review for your rental shop — you can moderate it.
Superadmin
New Client Registered
New rental shop registered on the platform — review and activate if needed.
License Upgrade Request
Client requested an asset limit increase — requires approval and invoicing.
Reservation Reported
Rental shop reported a problematic reservation — requires review.
Revenue Limit Reached
Client is approaching or has reached the prepaid revenue limit — potential upgrade notice.
Content Reported
Reported inappropriate content (review, message) — requires moderation.
Where to Find Notifications
Bell Icon (Header)
In the top bar you'll find the bell icon with unread notification count. Click to see recent alerts.
Notifications update in real-time — new ones appear instantly without refreshing.
Notifications Page
On /notifications you'll find your complete notification history with filtering. Click any notification to navigate directly to the relevant section.
Email Inbox
Important events (confirmations, invoices, damage) are sent to your registered email address.
If emails aren't arriving, check your spam folder. Emails are sent from noreply@rentino.ai.
Notification Management (Superadmin)
Superadmin can manage all templates, toggle channels, edit email branding, and monitor delivery logs in the 'Notifications' tab.
Each template can be independently enabled/disabled for email and in-app channels.
Notification Flow
Event
Status change
Template
Multilingual
Delivery
Email + In-app
Record
Delivery log
Notification Tips
Multilingual Templates
All templates are available in Czech and English. The system automatically selects the language based on recipient settings.
Granular Control
Each notification can be independently activated/deactivated for email or in-app channels in superadmin management.
Email Branding
Emails include logo, colors, and footer according to superadmin settings — customers see professional messages.
Delivery Monitoring
In the delivery log you can track the status of every email (sent, error, retry) including detailed error messages.
Asset Calendar Management
Connect your rental shop with external systems using the standard iCal format. Export availability to Google Calendar, Outlook, or any other calendar, and import blocks from Airbnb, Booking.com, and other platforms.
Availability Export
Generate a secure iCal URL that you can add to any calendar. All confirmed and ongoing reservations will automatically appear as events.
External Block Import
Add iCal URLs from external systems and the platform will automatically block dates in your availability. Synchronization runs every 15 minutes.
How to export your calendar
Go to profile settings
In the dashboard, open Settings → Shop Profile, where you'll find the Calendar Feed (iCal) section.
Enable the feed and copy the URL
Click 'Enable calendar feed'. The system will generate a unique token and display a URL for you to copy.
The token can be regenerated at any time — the old URL will stop working and you'll need to update it in all connected calendars.
Filter by asset
You can generate a URL for the entire shop or just for a specific asset — simply select from the dropdown.
Add the URL to your calendar
In Google Calendar, choose 'Other calendars → From URL'. In Outlook, choose 'Add calendar → From internet'. Paste the copied URL.
Most calendars automatically refresh data every few hours.
How to import external calendars
Open asset details
In the dashboard, go to Assets, select a specific asset, and click Edit.
Add an iCal source URL
In the 'External calendar import' section, click 'Add external calendar', paste the iCal URL, and optionally add a label (e.g., Airbnb, Booking.com).
You can find the iCal URL in the export settings of the third-party platform — look for 'iCal export', 'Calendar sync', or 'External calendar link'.
Sync manually or automatically
After adding, you can click the sync icon for an immediate import. The system syncs all sources automatically every 15 minutes.
Set blocked quantity
For assets with capacity greater than 1 (e.g., 10 paddleboards), set how many units each source blocks. If Booking.com occupies 2 out of 10 boards, set the value to 2.
The system automatically sums blocks from all sources and internal reservations to display the correct remaining availability.
Import Flow
External System
Airbnb, Booking.com
Synchronization
Every 15 min
Blocking
Written to system
Availability
Capacity recalculation
Calendar Management Tips
Regular synchronization
Automatic sync runs every 15 minutes. For immediate import, use the sync button on a specific source.
Multi-unit assets
For assets with multiple units (capacity > 1), set the exact blocked quantity for each import — avoid overbooking and unnecessary blocking.
Feed security
The export URL is protected by a unique token. If you suspect misuse, regenerate the token — the old URL will stop working immediately.
External blocks in calendar
Imported blocks appear in the calendar as 'External block' and are automatically included in availability checks for new reservations.
Bulk Asset Import
Upload dozens or hundreds of assets at once from a CSV file. The system automatically maps columns, validates data and detects duplicates — all in a clear step-by-step wizard.
CSV Template
Download a ready-made template with headers tailored to the selected category — system fields and custom attributes.
Category-Bound
Each import targets one category. Template and mapping attributes match only the selected category.
Auto-Mapping
The system automatically recognizes columns by name and maps them to the corresponding fields.
Duplicate Detection
Before import, the system compares names with existing assets and duplicates within the file, letting you skip them.
How to perform a bulk import
Select a category
In the first step, choose the category to import assets into. If assets have no category, select 'No category'.
The category determines which custom attributes are available in the template and mapping. Each import creates assets in a single category only.
Download template or prepare CSV
Click 'Download CSV template' to get a file with headers tailored to the selected category. Fill in data in your spreadsheet editor.
The template contains system fields (name, price, type...) plus custom attributes defined for the selected category.
Upload the CSV file
Drag and drop the file into the drop zone or click to browse. Supported format is .csv with headers in the first row.
Review column mapping
The system auto-maps recognized columns. Unrecognized columns can be manually assigned or skipped.
Required fields are 'name' and 'price'. Without them, a row cannot be imported.
Review data preview
Before import you'll see a validation summary — ready rows, errors, warnings and duplicates. You can toggle to skip duplicates.
Rows with errors (missing name, invalid price) are automatically excluded. Warnings (unknown type, duplicate) don't prevent import.
Confirm import
Click the import button. The system creates assets one by one and shows progress. After completion, the asset list refreshes automatically.
Import Flow
Category
Select target category
CSV File
Upload data
Mapping
Assign columns
Import
Create assets
CSV File Structure
The CSV file must have headers in the first row. System fields (common to all assets):
nameAsset name (required)base_priceBase price (required, number)typeType: product or serviceavailability_unitUnit: hour, day, month, reservationcapacityCapacity (quantity, integer)descriptionDescription (free text)After system columns, custom attributes defined for the selected category follow (e.g., Color, Size). Their names match attribute names in category settings.
Tips for Bulk Import
One import = one category
Each import targets a single category. If you need to import into multiple categories, repeat the import.
Duplicate detection
The system compares asset names with existing ones and within the file. You can skip duplicates using the toggle in the preview.
Template adapts
The CSV template is dynamically generated based on the selected category — it always contains current attributes. If you change attributes, download the template again.
Data safety
Import never overwrites existing assets — it always creates new ones. Historical links (reservations, maintenance) remain untouched.
Want to try it out?
Register your rental shop and start managing inventory and contracts within minutes.