Subscription Tier: Starter, Pro
The calendar is the central hub of Apex Rental Pro. It displays all of your upcoming and past events in a familiar monthly/weekly/daily view. Events represent customer bookings — each one tracks what equipment is being rented, when, and for whom.
When you log in as an admin, the calendar is the first thing you see on the dashboard. Events appear as color-coded blocks on the dates they span.
- Multi-day events stretch across the days they cover (e.g., a Friday delivery through Sunday pickup).
- Weekend jobs are visually distinguished from weekday events.
- Google Calendar events that aren't tracked locally also appear on the calendar in a different style, so you have a unified view of your schedule.
See Linking your Google Calendar for more details
Click any event on the calendar to open its detail panel.
To create a new event:
- Click the Add Event button or click directly on a date in the calendar.
- Fill in the event details:
- Title (required) — typically the customer's name or event name.
- Start Date (required) and optional End Date for multi-day rentals.
- Start Time / End Time — optional time-of-day details.
- Address, City, State, ZIP — delivery location.
- Contact Name, Phone, Email — customer contact info.
- Description — free-text notes about the event.
- Weekend Job toggle — marks whether this event counts as a weekend booking for availability calculations.
- Tax Exempt toggle — marks the event as tax-exempt.
- Optionally, add inventory items to the event using the item builder. This records which equipment is allocated and automatically deducts from your availability counts.
- Optionally, set pricing including subtotal, tax, delivery fee, discount, deposit rate, and custom line items.
- Click Save.
If you have a Google Calendar linked, the event is automatically synced to your Google Calendar as well.
Click an event on the calendar, then click Edit. You can modify any field. Changes to the event automatically sync to Google Calendar if the event is linked.
Important: When editing an event that was booked from a quote, the item and pricing data from the original quote is preserved. The event form won't overwrite quote-sourced pricing unless you explicitly change it via the event's item builder.
Click the event, then click Delete. This removes the event from your account and, if connected, also deletes it from Google Calendar. Employee assignments for this event are also removed.
The event detail panel shows:
- Full event info (title, dates, times, location, contact)
- Items allocated to the event with quantities
- Pricing breakdown (subtotal, tax, delivery, discount, deposit, total)
- Deposit status (paid/unpaid with amount tracking)
- Pickup status (whether equipment has been picked up post-event)
- Assigned employees for this event
- Links to generate Quote PDF, Invoice PDF, and Contract PDF
- Option to send contracts to the customer via email
When items are added to an event, those quantities are deducted from your available inventory for the event's date range. The availability system accounts for:
- Weekend blocking — if an event is marked as a "weekend job" and falls on Friday, Saturday, or Sunday, the items are reserved for the entire Fri–Sun block.
- Multi-day spans — items are reserved for every day the event covers.
- Composite items (Build Kits) — if a tent like "40x80" is a composite item, the system expands it into its component parts (e.g., 2x 40ft Ends + 2x 40ft Mids) for availability calculations.
- Weekend job blocking: If you mark an event as a "weekend job" and it falls on a Friday, the system reserves inventory for the entire Friday–Saturday–Sunday block, even if the event only spans Friday. This can lead to unexpected availability shortages if you have multiple weekend events. Uncheck "Weekend Job" for events that only need equipment for a single day.
- Google Calendar sync is one-way for deletes (legacy mode): In legacy service-account mode, deleting an event in Apex Rental Pro deletes it from Google Calendar. However, deleting from Google Calendar does NOT automatically delete it from Apex Rental Pro. The modern Google sign-in connection auto-detects and removes deletes from Google Calendar.
- Editing events booked from quotes: The pricing/items on a booked event are preserved from the original quote. If you need to change pricing, use the event's item builder with the "event_form" source, or edit the custom items section. Simply opening and saving the event form without changes won't wipe the quote data.
- Employee visibility: Non-admin employees can only see events they are assigned to. They also cannot see pricing, contact details, addresses, or descriptions — only the event name (with dollar amounts stripped) and dates.
- Tax exempt flag: Setting an event as tax-exempt zeroes out all tax calculations in the pricing. If you toggle it back off, you'll need to recalculate the pricing manually or re-book from the quote.