Accessories & Alternatives

The Accessories and Alternatives tabs on the equipment detail page let you define relationships between items in your inventory. Accessories are items commonly rented alongside the main equipment, while alternatives are substitutes that can replace the main item when it is unavailable. Setting up these relationships speeds up project planning and helps maximise booking acceptance.

Accessories tab

Open any equipment item and click the Accessories tab to see all items linked as accessories. Accessories are related items that are frequently rented together with the main equipment — for example, cables with a mixing desk, stands with speakers, or cases with cameras.

Adding accessories

To link an accessory, click Add Accessory and search for the equipment item you want to associate. When adding, you configure:

• Accessory item — Select from your existing inventory. Only items already in the system can be linked.
• Default quantity — The suggested quantity per unit of the main item. For example, if the main item is a speaker and the accessory is a speaker cable, you might set a default quantity of 2 (one cable per speaker, two speakers per pair).
• Auto-add — When enabled, the accessory is automatically added to the project whenever the main item is selected. When disabled, the accessory appears as a suggestion that the user can accept or dismiss.

How accessories appear during project planning

When a user adds equipment to a project, NexusRMS checks for linked accessories. If the main item has accessories configured:

• Auto-add accessories appear in the project equipment list immediately, with their default quantities pre-filled. The user can adjust quantities or remove them.
• Suggested accessories appear in a recommendation panel beside the equipment list. The user can click to add them individually or add all at once.

This ensures commonly paired items are never forgotten during project setup.

Accessories vs Combinations/Kits

Accessories and kits serve different purposes:

• Accessories are suggestions or automatic additions. Each item remains independent in the project — individually priced, tracked, and allocated. The customer sees each item on their quote.
• Combinations/Kits are pre-configured bundles rented as a single unit. The kit has its own pricing (which may differ from the sum of its parts) and appears as one line item on quotes and invoices.

Use accessories for items that usually go together but may sometimes be rented separately. Use kits for items that are always rented as a package.

Alternatives tab

Open any equipment item and click the Alternatives tab to see items that can substitute for this one. Alternatives are similar equipment that can replace the main item — for example, a different brand of the same speaker type, or a comparable lighting fixture from another manufacturer.

Adding alternatives

To link an alternative, click Add Alternative and search for the substitute item. When adding, you configure:

• Alternative item — Select from your existing inventory.
• Priority — A ranking (1 being highest) that determines the order in which alternatives are suggested. Set your best substitutes as priority 1.
• Substitution ratio — How many units of the alternative are needed to replace one unit of the original. A 1:1 ratio means one alternative replaces one original. A 2:1 ratio means two alternatives are needed to match the capability of one original.
• Notes — Optional notes about compatibility differences, such as "Requires different cable type" or "Slightly lower output — suitable for small venues only".

How alternatives work during booking

When a user adds equipment to a project and the requested item is unavailable (fully booked, in maintenance, or insufficient stock), NexusRMS automatically suggests alternatives. Alternatives are presented in priority order with their current availability and substitution ratio. The user can accept an alternative with one click, which swaps the item in the project.

Alternatives are also shown proactively when availability drops below 25%, giving the user advance warning that substitutions may be needed.

Managing relationships

Both accessory and alternative relationships can be edited or removed at any time. Click the edit icon on any linked item to change quantities, priorities, ratios, or auto-add settings. Click the delete icon to remove the relationship entirely. Removing a relationship does not affect existing project allocations — it only changes future suggestions.

Relationships are one-directional by default. If you link Item B as an accessory of Item A, Item A does not automatically appear as an accessory of Item B. To create a bidirectional relationship, add the link in both directions.

Tips and best practices

• Set up accessories for items that always go together — Cables, stands, cases, and power supplies are commonly forgotten. Auto-add prevents missing items from reaching site.
• Use alternatives to maximise booking acceptance — When your primary stock is fully allocated, alternatives let you fulfil the booking with substitute equipment rather than turning the client away.
• Review relationships after adding new inventory — When you add new equipment, check whether it should be linked as an accessory or alternative to existing items.
• Keep substitution ratios accurate — An incorrect ratio can lead to under-supply on site. Test substitutions in practice before relying on them for client bookings.

Next steps

Continue to the next article to learn about Equipment Categories, where you will organise your inventory into a hierarchical structure for easier navigation, filtering, and reporting.