Gazelle has a feature to support tracking of long-term rentals, however, this feature doesn't solve all the needs of short-term rentals sent to venues (e.g. Concert & Artist Pianos, Wedding Rentals, and Event Venue Piano Rentals, etc.). However, there are a few tips & tricks you can use to manage these in Gazelle:
Store all these pianos under a client you create for your store or business. This gives the pianos a place to live in Gazelle. The piano never leaves this record.
(Optional) For organizational purposes tag all the pianos as 'C&A: Concert and Artist' or 'Short-Term Rental' pianos so they are easy to filter in your system.
Create separate clients for all your venues WITHOUT pianos. This is only for scheduling purposes. Each venue will have a venue address AND most likely a separate billing contact and address for invoicing.
Schedule the appointment with the venue but instruct your technician in the appointment notes to search for the piano in the system by serial number. This allows the technician to manually enter the service history, last tuned date, add images of any damage, and add service notes to the piano file as necessary.
To invoice the client for the rental create an invoice one of two ways. 1) Create an invoice for the venue client and use the MISC services since they don't have a piano on file; or 2) Create an invoice for the client who holds the piano records and use the 'Alternative Billing Contact' feature to assign the invoice to the venue.