How many times was an item rented in a date range? (using the reservations export)

You can already work out how many times a specific item (for example a particular bike) was rented over a chosen period using the standard reservations export. It isn't obvious, but the data is all there — here's how.

Step by step

1. In Back Office, go to Reports → Export Data.
2. Set the report type to Reservations.
3. Set the date range to the period you're interested in — for example 1–30 June.
4. Switch Line per item detail to ON.
5. Run the export. It arrives by email as a spreadsheet with one row per booking line, and each line includes the allocated item's reference in the ID2 column.
6. In the spreadsheet, filter the ID2 column to the item's reference code.
7. Exclude cancelled bookings by filtering the Stage column to remove anything marked Cancelled.
8. The number of remaining rows is the number of times that item was rented.

Things to keep in mind

• It counts rentals that started in the date range. The count is based on bookings that began within the dates you chose. If you instead want to know whether the item was out at any point during the period — including bookings that started earlier and ran into it — widen the date range accordingly.
• Cancelled bookings must be filtered out. Cancelled bookings still appear in the export, so remember to remove Cancelled rows on the Stage column as described above, otherwise they will inflate the count.
• Only allocated bookings can be attributed to a specific item. A row only carries an ID2 reference when a specific item was actually allocated to that booking line. Unallocated lines have a blank ID2 and can't be tied to any one item, so they won't appear when you filter by reference code.