Events and shortages
Create an event or a rental, add its gear and Bakenta checks it against your stock day by day. If it doesn’t add up, you know how many units are missing and which booking you’re up against, and you fix it from the same page: sub-hire, swap the gear or adjust the quantities.
By dates and by load-out and return times, never by totals.
What you bring in from a supplier is loaded and returned separately.
Confirmation, gear, availability, crew and documents.
Rider, plans and schedules for the crew, and the event sheet as a PDF.
How it works
01 · Projects
Projects holds your events, with their crew, call times and rider, and the equipment rentals a client takes away without a setup. Both block stock the same way, go through load-out and return, and have their own PDF sheet.
02 · Shortages
The event’s Shortages tab tells you what’s missing and who has the units. From there you resolve it (external hire, other gear, back in time or something else) with a note for the warehouse, adjust the quantity or ignore it. Conflicts gathers them across every event.
03 · Sub-hire
When you cover a shortage with an external hire, you pick the supplier, the units and the cost. Those units count as the event’s stock, get their own line on the load list (“picked up from the supplier”) and their cost goes into the event’s profitability. When the supplier’s invoice arrives, you record it from there.
Shortage detection
When two events overlap, Bakenta checks what’s booked against your stock. If it doesn’t add up, you know right away: how many units, on which event and against which booking.
L-Acoustics K2
Sound · SND-K2 · week of 16 Oct
4 units short on Mon 19
Festival Marea Sound doesn’t get every unit booked. You find out today, not on loading day.
Bookings in order of arrival
#1Gala Fundación Costa
Mon 19 Oct · 8 units
#2Congreso Nexa 2026
16–18 Oct · 4 units
#3Festival Marea Sound
19–21 Oct · 8 units
Whoever booked first keeps their units. Congreso Nexa ends on the 18th, before the other two begin, so it never competes.
Twelve speakers can go to three events if the dates don’t clash. Bakenta compares by day and, with load-out and return times, by the hour: what’s back at 2 pm can go out at 3 pm.
The oldest booking keeps its units; the new one shows exactly how many it’s short and what it’s up against.
Sub-hire, swap gear or adjust quantities. When you mark it resolved you say how it’s covered, and the warehouse sees it on the loading list.
Readiness
Confirmation, gear, availability, crew and documents. When all five are green, the event is ready. If something goes wrong, you see it in red and know exactly where to look.
Each step links to the tab where you sort it out. A planned event is confirmed right from here.
Readiness
All set for the event
5/5
Dates, location, gear, shortages and crew by day in one document, ready to print at the warehouse.
Upload riders, stage plots and schedules to the event. The assigned crew opens them on their phone.
The warehouse ticks off loading and return, and the crew tick the same list from their phones. Once the return is closed, the gear is free for the next event; whatever is missing or comes back broken stays out of service until it’s fixed.
FAQ
Good to know
For every booking it compares the units requested with your stock minus what other projects on overlapping dates already hold, day by day and, if you set load-out and return times, hour by hour. Units out of service don’t count as free. The oldest booking keeps its units and the new one shows how many it’s short.
An event has gear, crew with call times per day, a rider and documents for the team. A rental is gear a company or a person takes away without a setup: it blocks stock the same way, goes through load-out and return and can have its own quote, but it has no crew.
When you resolve the shortage with an external hire you enter the supplier, the units and the cost. Those units cover the event, the warehouse sees them on their own load list line to collect from the supplier, and the cost goes into the event’s profitability until you record the invoice.
Projects with their gear, the load-out and return list with what was resolved and sub-hired, the inventory, kits, vehicles and gear incidents. They don’t see the crew or any amounts.
Yes. The event sheet PDF brings together the dates, the location, the gear with its resolved shortages and the crew by day, ready for the warehouse. Rentals have their own.