Placing a hold request allows you to temporarily reserve physical assets before finalizing an exchange. This feature gives you time to coordinate logistics while ensuring another user does not claim the items.
This article covers the lifecycle of a hold request, how to submit a request, and how to manage your holds within Circulate.
This article is helpful if:
You want to secure items from a listing while planning your reuse project.
You need to understand how hold requests function as pre-orders.
You are troubleshooting disabled quantity controls or an expired hold.
Who can do this?
Users whose organizations have requested this feature and had it configured by their customer success manager.
Recipients.
Where is it done?
On the Circulate platform at app.rheaply.com when viewing active listings.
What a hold is and when to use one?
A hold is a request to reserve a specific quantity from a listing before an exchange is officially completed. It acts as a request to place an order, meaning the recipient remains in control of when the final order is placed, but the listing manager must approve the hold request first. This functionality is not available by default and must be configured for your organization by your customer success manager by emailing help@rheaply.com.
Until a hold request or a standard offer is formally accepted, nothing is reserved in the system. Adding items to a project wishlist does not reserve them, and other users can still claim that quantity until an official request is approved.
How to request a hold
You can submit a hold request directly from an active listing page if your organization has this feature enabled.
Navigate to the desired listing page on app.rheaply.com.
Select your desired quantity then click Add to cart.
Navigate to the cart (top right), and ensure you select the hold requests cart if you have multiple carts.
Review your request details onj the checkout page.
Click Submit to send the request to the listing manager.
What "requested" versus "approved means" and expiration behavior
Every hold request transitions through a clear lifecycle that determines whether items are locked.
Requested: The request is submitted but pending. The recipient controls when the order is placed, but the hold must first be approved by the listing manager.
Approved: The request is accepted, and the quantity is officially reserved. All approved holds carry a set expiration date. An approved hold expiration can be extended. If a hold expires before you complete the exchange, the items automatically return to the active listing.
Changing a hold before and after approval
Modifying your requested asset quantities depends entirely on whether your hold request has been approved yet.
Before approval: The request is in an On hold status and can be altered. The recipient can edit and resubmit the request directly. To complete this, follow the steps in Edit an "On hold" offer (as a recipient).
After approval: The hold is officially locked and cannot be edited using standard resubmission controls. To change quantities on an approved hold, you must message the listing manager.
Troubleshooting hold issues
Review these quick fixes if you encounter issues or limitations when working with holds.
The + button is greyed out: This control is disabled when no additional quantity is available on the listing. Message the listing manager directly to ask about item availability.
The hold request expired: The reservation is automatically canceled when a hold expires. Submit a new hold request if the listing is still active and the quantity is available.
The project quantity changed: Increasing a needed quantity on a project does not automatically trigger a new hold request or update existing ones.
If you need further assistance, open the in-app help (?) menu chat or email help@rheaply.com.