Reference
Glossary
Every term, status, and concept used across the Skaly platform — defined in plain language. Organized by category.
Booking Status
Pending
The initial state of every booking. Created but not yet validated by staff. The unit or slot is not locked. Customer details and dates are captured but no inventory has moved.
Confirmed
Admin or staff has validated the booking. The unit or slot is now locked — no other booking can claim it for the same dates. The booking has passed the conflict check.
Active
The rental or service has begun. The customer has picked up the unit, checked in, or started their session. Inventory has been deducted. A confirmed payment record is required before a booking can become Active.
Returned
The rental or service is complete. The unit has been returned, the room vacated, or the session ended. Inventory is automatically restored. Invoice is available for download.
Closed
Final state. The booking record is archived. No further status changes are possible. All associated inventory movements, payment records, and contract data are permanently stored in the audit trail.
Overdue
A booking that has passed its expected return date without being marked Returned. The system auto-detects this and surfaces it in the Daily Briefing and Overdue Panel. Late fees are calculated live from the moment it becomes overdue.
Extended
A booking where a new return date has been set after the original date. Price is recalculated. The customer may be required to re-sign the contract. Inventory lock is maintained — no re-booking of the unit during the extension.
System Action
Bulk Confirm
A batch operation that confirms all eligible Pending bookings in a single action. The system runs conflict checks on each one before confirming — any with conflicts are skipped and flagged.
Bulk Activate
Activates all Confirmed bookings that have a confirmed payment record. Inventory is deducted for all at once. Used for high-volume operations at the start of a shift.
Conflict Check
Automatic validation that runs before a booking is Confirmed. Checks whether the selected unit, room, or slot already has an overlapping Confirmed or Active booking. If a conflict is detected, the confirmation is blocked.
Price Recalculation
Triggered when a booking's dates are extended or a renewal is applied. The system calculates the price difference based on the applicable rate (daily, weekly, or monthly) and updates the booking total automatically.
Auto-Deduct
Automatic reduction of inventory when a booking becomes Active. Triggered without staff input. The exact items and quantities are defined per booking based on the unit or service type.
Auto-Restore
Automatic increase of inventory when a booking is marked Returned. Restores exactly the items that were auto-deducted when the booking became Active.
Inventory
Inventory Movement
Any change to the stock quantity of an item. Movements are always logged with: item name, quantity change, direction (in/out), reason code, staff account, and timestamp.
rental_out
Movement reason code. Applied when a booking becomes Active and inventory is auto-deducted. Linked to the booking ID for full traceability.
rental_return
Movement reason code. Applied when a booking is marked Returned and inventory is auto-restored. Linked to the booking ID.
manual_add
Movement reason code. Used when a staff member manually increases stock — restocking, procurement, or correction. Requires a text reason and is attributed to the staff account.
manual_remove
Movement reason code. Used when a staff member manually decreases stock — damage, loss, disposal, or correction. Requires a text reason and is attributed to the staff account.
Low-Stock Alert
Notification triggered when an item's available quantity reaches or falls below its configured threshold. Appears in the Notification Center and Daily Briefing. Does not block bookings but signals the need to restock.
Threshold
The minimum quantity level set per inventory item. When stock reaches this number, a low-stock alert fires. Configured per item — a consumable might have a threshold of 10, while a high-value item might have a threshold of 1.
Finance
Deposit
A partial or full payment collected at booking creation or confirmation to secure the reservation. Tracked separately from the rental total. Reconciled at checkout — either returned, applied to the balance, or forfeited.
Late Fee
An additional charge applied to overdue bookings. Calculated automatically from the moment a booking passes its return date. Based on a configurable daily or hourly rate. Applied to the final invoice.
Auto-Pricing
System feature that calculates the total rental or service cost automatically when a booking is created. Based on the selected dates, rate type (daily/weekly/monthly), and any applicable promo codes.
Promo Code
A discount code that can be applied at booking creation. Each code has a defined discount amount, an expiry date, and a maximum usage count. Applied automatically when entered — no manual discount calculation by staff.
Contracts
Digital Signature
A signature captured via touch or mouse on a dedicated signing screen. Embedded into the rental contract PDF. Legally establishes the customer's acceptance of the rental terms at the time of activation.
Rental Contract
A PDF document auto-generated from the booking data at the time of activation. Contains: customer details, unit description, rental dates, total price, deposit terms, and the signed agreement. Downloadable and emailable.
Document Expiry
A date-based alert system for fleet and compliance documents (licenses, insurance certificates, permits). The system flags documents expiring within 30 days in the Daily Briefing and Notification Center.
Access Control
Role-Based Access
A permission system where each staff account is assigned a role that defines which modules, actions, and data they can access. A staff member in the Cashier role cannot access Analytics. A Driver role cannot create bookings.
Staff Account
An individual login credential for a team member. Each action taken in the system is attributed to the staff account that performed it. Accounts can be created, deactivated, and reactivated by an Admin.
Audit Trail
A permanent, append-only log of every action performed in the system. Records: action type, staff name, timestamp, and the record affected. Cannot be edited or deleted retroactively. Exportable for management review.
Platform
Daily Briefing
The dashboard home screen. Opens automatically and shows everything that requires attention today: pickups, returns, overdue bookings, expiring documents, low inventory, and live revenue.
Command Palette
A keyboard-accessible search interface (typically triggered by pressing ⌘K or Ctrl+K). Allows staff to search any booking, customer, or vehicle and jump to any dashboard section without navigating menus.
Analytics
Fleet Utilization Rate
A KPI that measures what percentage of your fleet is actively rented versus available. Calculated as: Active bookings ÷ Total fleet units × 100. A high rate indicates strong demand; a very high rate may indicate insufficient inventory.
SEO
Backlink Network
The ecosystem of Skaly-built client websites that link to each other and to the Skaly portfolio. Every client site earns inbound links from the portfolio page, case study articles, and relevant blog content — increasing domain authority and local search visibility.
Domain Authority
A search engine ranking signal that reflects how trustworthy and well-linked a website is. Higher domain authority correlates with better rankings. Earned through quality inbound backlinks from indexed, credible websites.