A set groups products together to create one rental or sale item. For example, a tent may be made from poles, tops, stakes, tools, tables, chairs, and other parts. The tent is the set. The items used to build it are the set components.
This guide covers how to create a set, add products and choices, control pricing, and choose what customers and your team can see.
Before you begin: Add the products and variants you plan to use to your inventory before creating the set.
Create the Set
Click on Sets in your main navigation, then List. From your set list, you'll click the green Create Set button to build a new set.
Start by entering the main information for the set.
Title
Enter the name your team and customers will use.
Example: 40 x 100 White High Peak Pole Tent
Image
Add a main image for the set.
Location
If you have more than one location, choose where the set is available. Select All if it can be rented from every location.
Type
Rental: The items will be returned.
Sale: The customer will keep the items.
Category and SKU
Select a category and add a SKU if your company uses SKUs.
Set the Price and Rules
Choose How the Set Price Is Calculated
You can use one of two pricing methods.
Pricing Method | How It Works |
Flat Price | You enter one rental or sale price for the full set. |
Total Is Calculated Based on Set Item Prices | The system adds the prices of the items included in the set to calculate the price of the set. |
Use a flat price when the customer is paying one set amount for the full package.
Use calculated pricing when the price should change based on the products included.
Tip: Products marked Separate Price are charged in addition to the set price, even when the set has a flat price.
Product-Level Multiplier
Select a product-level multiplier if one should apply to the set. Leave it blank if you do not use one.
Taxable
Enable this if the set should be included in tax calculations.
Discountable
Enable this if the set should be included when a discount is applied to the transaction.
Damage Waiver Exempt
Enable this if the set should not be included in damage waiver calculations.
Do Not Show on Website
Enable this if the full set should not appear on your connected website.
Lock Price
Enable this if users should not be able to change or discount the set price on a transaction.
Hide Set Items on Website
Enable this if the set should appear on your website but its components should stay hidden.
Do Not Show Set Details on Quote and Order Prints
Enable this to hide set components from customer-facing quote and order documents.
This keeps the customer document clean. The customer sees the set name instead of every pole, stake, tool, or other part used to build it.
Internal items are still available to your team. Hiding set details from quote and order prints does not remove the components from internal documents used to prepare the order, like Picking Slips or Packing Lists.
Print Items Charged with a Separate Price
When you select the option to not show the set details on quote and order prints, an additional option to show separately priced items will appear. Enable this if separately priced products should still appear on customer documents.
For example, a customer may only see the set and any optional items they added. They will not see the hidden poles and other build parts.
Add More Set Details
You can also add:
Maximum quantity - relevant only if you're website is connected to Rentopian and you show inventory quantites on your site, purely for display purposes and does not impact availability.
Short description - can show on documents like transaction details or picking slip, and when connecting to your website this will show in the "quick view" of the product if enabled.
Full description - long description of your product, can be displayed to customers when connecting to your website.
Global notes - these can be displayed to your team when entering a transaction or on the internal printed documents, and to your customer on transaction details or on your website if connected.
Tags - can be used to group products/sets together to use in reports or for custom product galleries if your website is connected.
Add Attachments, Upsells, and Cross-Sells
Add files that should be connected to the set, such as assembly instructions.
You can also add:
Product upsells
Set upsells
Product cross-sells
Set cross-sells
Add Items to the Set
Scroll to the Set Items section and click the gray Add to Set button to add items to your set.
You can add items in three ways.
Option | Use It When | Example |
Individual Product | You need one exact product or variant. | A specific corner pole |
Variant Choice | Any variant from one product can be used. | A pole that comes in different lengths |
Choice Group | A user or customer needs to choose from a group of products. | Lighting options to add to a tent |
Add an Individual Product
Use Individual Product when you need one exact inventory item.
Choose Individual Product.
Search for and select the inventory item.
Enter the quantity needed.
Review the price.
Select the item options.
Individual Product Options
Separate Price: Charges the item in addition to the set price.
Required: Adds the item every time and prevents it from being removed from the transaction.
Optional: Connects the item to the set without adding it automatically.
Hide on Website: Hides this component from the website.
What happens on a transaction? Required products do not have a trash can icon. Optional products are available from the optional items window and are only added when selected.
Add a Variant Choice
Use Variant Choice when the same product has multiple variants and any one of them can fill the need.
For example, a chair may be available in black, natural, and white. The user can choose the correct color when adding the set to a transaction.
Choose Variant Choice.
Select the product with variants.
Enter the default quantity.
Choose whether it is required or separately priced.
Choose whether to hide it on the website.
What happens on a transaction? The selection icon will alert the user that a variant must be chosen. The default quantity entered in the set will fill in when the variant is selected.
Create a Choice Group
Use a Choice Group when users or customers may choose from several products.
For example, a tent package may allow a choice of round or rectangle tables.
Choice Group Settings
Setting | What It Does |
Group Name | Names the group of choices. |
Override Price | Lets you replace the normal product prices with a set-specific price. |
Description | Adds details that may show to customers on the website. |
Default Selected Quantity | Sets the quantity that fills in when an item is selected. |
Minimum | Sets the smallest quantity that must be selected. |
Maximum | Sets the largest quantity that can be selected. |
Allow Multiple Selection | Lets users select more than one product from the group. |
Required | Makes a choice from the group required. |
Separate Price | Charges selected products in addition to the set price. |
Hide on Website | Prevents the group from appearing on the website. |
Note: Only Group Name is required, all other choices are optional.
Add Products to the Choice Group
Search for a product.
Review or edit its price.
Click Add.
Repeat for each product in the group.
You can also:
Change the display order of the products by clicking on the gray four-way arrow and dragging and dropping.
Set a default item by clicking the circle selection next the word DEFAULT.
Open the product infomation in a separate tab with the eye icon.
Click the gray arrow to open the option to edit the price of the product when connected to this set.
Remove it with the trash can icon.
Click Add Group to Set when the group is ready.
Minimum and maximum limits are enforced on transactions. If the quantity is outside the allowed range, the system shows a warning and will not let the user proceed until it is corrected.
Organize the Set Items
You can sort set items:
Manually - Use the four-way arrow to drag and drop items into your preferred order.
By product name from A to Z - Automatically sort the products in alphabetical order by their name.
By SKU from A to Z - Automatically sort the products by their SKU numbers in alphabetical order.
Tip: Place Variant Choices and Choice Groups near the top so users see the items that need a selection before the standard components.
Each row shows whether the item is:
An Individual Product
A Variant Choice
A Choice Group
Use the icons to edit, view, or remove an item. Expand Variant Choices and Choice Groups to see the options inside them.
Save the Set
After all items and settings are complete, click the green Save Set or Update Set button.
You will return to the Sets list and see a success message.
How the Set Works on a Transaction
Add the set to a quote or order to confirm that it works as expected.
Variant Choices and Choice Groups
Items that need a selection show a highlighted eye-dropper icon and a dotted outline around the item.
Click the icon to:
Select a product variant.
Select products from a Choice Group.
Review availability.
Enter the needed quantity.
Required Products
Required products are added automatically and cannot be removed from the set on the transaction, so there will not be a trashcan icon to remove them from the transaction.
Products That Are Not Required
Items that are added automatically but are not marked required may be removed from the transaction by clicking the trashcan icon.
Optional Products
Optional products do not get included automatically.
There will be a clipboard icon next to the set name where you'll be able to select an options connected to the set. Open the optional products window and select the items the customer wants to add.
Separately Priced Products
Separately priced products add their own charge in addition to the main set price.
Minimum and Maximum Rules
The system checks the limits created for Choice Groups.
If a user selects too few or too many items, the group is highlighted red and a warning appears.
Customer Documents vs. Internal Documents
Set visibility settings help you give customers a clean document while still giving your team the full item list.
Customer Documents | Internal Documents |
Can show the set name without all build components. | Can show the products needed to prepare and complete the order. |
Hidden set details are left off quote and order prints. | Hidden customer-facing details may still appear for internal use. |
Separately priced products can still appear so customers see what they are paying for. | Required components remain available to the team even when customers do not see them. |
For example, a customer may see:
40 x 100 White High Peak Pole Tent
Misting Fan
Selected Tables
Your internal document may also show:
Poles
Stakes
Tent tops
Tools
Other required parts
The exact layout may depend on your document templates and print settings.
Manage Existing Sets
From your Sets list, you can:
View: Click the eye icon.
Edit: Click the pencil icon.
Duplicate: Click the copy icon.
Delete: Click the trash can icon.
Tip: Duplicating a set is helpful when creating a similar package with a different size, price, or item list.
Need Help?
If you have questions about creating or managing sets, contact our team at [email protected].