Due dates & reservations
Due date per item, reminders, reservations for a period and holds with a waiting list: depositoo keeps an eye on the deadlines so you don’t have to.
30 transactions per month and 50 inventory items for free
Loan periods
The period is suggested — you can change it at any time.
When lending, depositoo suggests a due date for each item. You accept it, change it — or lend without a deadline as a permanent loan.
A standard loan period for your team, with exceptions per customer category, item category or individual item — e.g. books 28 days, projectors 3 days.
Enter your opening hours, closing days and the public holidays of your German federal state. If a due date falls on a closing day, it moves to the next opening day.
Only what you need
When you sign up, you choose what you use depositoo for: library, club, school, rental & workshop, or companies & events. The profile applies sensible default settings. You can switch reminders, holds, fees and the customer portal on or off in the settings at any time.
Reminders & reminder levels
You decide when reminders go out — e.g. three days before, on the due date and in several reminder levels afterwards. If you like, a level blocks the person from further loans.
Anyone with several items gets one combined email instead of lots of separate ones. A preview shows you in advance who will receive a reminder today.
People without an email address — or whose email could not be delivered — end up in the „Manuell erinnern“ (remind manually) list: with their phone number and a reminder letter as a PDF to print.
The loan confirmation email contains the due date as a calendar entry (.ics) — so the borrower has the date right in view.
Your team extends a loan with one click. If you wish, people extend it themselves — via the link in the reminder or in the customer portal. Your rules apply: a maximum number of extensions, no extension if there is a hold or from a certain reminder level.
Due today, overdue, due this week, ready for pick-up, remind manually, final reminder level reached: the dashboard shows what you need to take care of today. The bell reports anything new, as a morning summary if you prefer.
Reservations
One single source of truth for availability — at the counter or in the lending shop.
Reserve directly for a person — e.g. “projector for next Saturday”. depositoo checks availability for exactly that period and warns you about overlaps. Double bookings are ruled out, even if two people on the team confirm at the same time.
Over two, four or eight weeks you see for each item what is on loan, overdue, confirmed or requested.
Reservations have a configurable pick-up deadline, with a reminder the day before. If nobody collects, the reservation expires and the items are free again — the same goes for requests that stay unanswered for a long time.
At pick-up, one click turns the reservation into a loan transaction — person, items and due date are already filled in.
Requests from the lending shop are reservations with a preferred period. While people are requesting, the shop already shows whether something is free — and when it will be free again.
More about the lending shop →The end of the reservation becomes the due date of the loan — reminders kick in automatically.
Holds
If something is on loan, you place a hold for the next person — at the counter. Or they add themselves in the lending shop with „Benachrichtigen, wenn verfügbar“ (notify me when available).
Customer portal
Via a personal link, borrowers see their loans with due dates, their reservations, holds and outstanding fees. There they can extend loans, cancel reservations, withdraw holds and add the due dates to their calendar. The link comes in the emails — or on request in the lending shop.
The customer portal is optional and switched on by you.
Lending rules, fees & deposit
When lending, depositoo checks that everything fits.
Maximum number of simultaneous loans — overall, per customer category or per item category. Plus a minimum age per category or item, checked against the date of birth.
Block people manually with a reason, or automatically from a certain reminder level or outstanding fee amount. Expired lending cards are flagged immediately when lending.
depositoo clearly flags rule violations when lending. Anyone with the right permission can override them — but only with a reason.
Lending fee, late fee, damage and replacement costs: depositoo records the amounts, you mark them as paid or waive them. Payment happens on site — depositoo does not process payments.
Suggest a deposit per category, record it at hand-out and on return either give it back or keep all or part of it.
Receipt as a PDF for the borrower and CSV export of the fees for your till or accounts.
FAQ
Yes, once you switch reminders on. You decide when reminders go out and which reminder levels follow. People without an email address or with an undeliverable address appear in the „Manuell erinnern“ (remind manually) list – with their phone number and a reminder letter as a PDF.
Yes, if you allow it – via the link in the reminder email or in the customer portal, without an account. Your rules apply just the same: a maximum number of extensions, no extension if there is a hold or from a certain reminder level.
No. depositoo records lending fees, late fees, damage and replacement costs as well as the deposit. Payment happens on site; you mark the amounts as paid or waive them.
No. You only switch on reminders, holds, fees and the customer portal if you need them. When you sign up, you choose a usage profile that applies suitable default settings – and everything can be changed later.
More about depositoo
Set your loan periods and let depositoo send the reminders — for free.