A rental follows the product from booking to return. Every step is recorded with the time and the user, in the activity log.
Statuses
| Status | Meaning |
|---|---|
| Reserved | Booked, not yet handed over. |
| Awaiting contract | Handed over, but the signed contract is required and not uploaded yet. |
| Active | The product is with the customer. |
| Closed | Returned, final price calculated. |
| Cancelled | Cancelled before the handover. |
1. Booking
Rentals → New (or Rent on the Available now page, or a free day in the calendar).
- Set the start and the planned end. Products already booked in that period are marked and cannot be picked.
- Choose the product and the customer. The 10 most recent customers are listed before you type; + adds a new one with just a name and a phone number. A problem customer is flagged with the reason.
- Optionally add a price adjustment (negative for a discount, with a reason) and notes.
The right-hand panel shows availability and the estimated total. Two rentals of the same product can never overlap, including the gap between rentals from Company settings: the check is made again when you save, so two colleagues cannot book the same product at the same moment. Each rental gets a number (#1, #2…) and keeps the rates it was booked with.
2. Handover
- With photos (recommended): on the phone, in the field app, open the rental and tap Start handover with photos. From the desktop, Inspect on phone shows a QR code that opens the same inspection on the phone. Completing the inspection hands the product over. See The field app.
- Without photos: Hand over without photos on the rental page, with the meter reading. There is then no evidence of the product's condition.
A reservation can only be handed over once the previous rental of that product has been returned.
3. Contract
Upload the signed contract (photos or PDF, one or more files) and its number with Contract, from the desktop, or from the rental page in the field app. If Signed contract required before activation is on, the rental stays in "Awaiting contract" until a file is uploaded, then becomes Active by itself. The contract number and notes can be edited later with Contract and notes.
4. Return and closing
- With photos: Start return with photos in the field app. Completing it closes the rental.
- Without photos: Return without photos, with the meter reading and, if needed, an adjustment with a reason.
The final price uses the real period, from handover to return: an early return costs less, a late one more. Extra km or hours are charged from the meter. The deposit stays separate from the total.
Extending
Extend sets a new end date, as long as the product is free until then. The price is recalculated and the extension appears in the rental history.
Changing a reservation
While a rental is still Reserved, Edit reservation changes the period, the product, the customer, the adjustment or the notes, keeping the number and the history. The new period and product are checked for availability again. The same product keeps the rates it was booked with; a different product brings its current rates and deposit.
Cancelling and no-shows
- Cancel (with a reason) is possible only before the handover.
- A reservation whose start has passed without a handover is a late pickup: it has its own tab in the rental list and is counted on the dashboard. If the customer does not come, No-show closes it without a handover, optionally with a fee, and frees the product.
Overdue returns
A rental past its planned end is overdue: it shows in the Overdue tab and on the dashboard, and owners and operators who turned on notifications get one on their phone. While overdue, the product stays occupied: later reservations are accepted but cannot be handed over before the return is recorded.
Documents and the public photo report
- Generate PDF: the rental sheet (company, customer, product, period, rates, included and extra units, deposit, total) and the photo report (handover and return side by side for each angle, with date and time). They are generated in the background and appear under Documents. The rental sheet is not an invoice.
- Public photo report link: a link that opens the photo report without an account, valid for 7, 30 or 90 days. It is shown only once, when created, and can be revoked at any time.
Lists
The Rentals list has tabs: Today, Out, Overdue, Late pickup, Reservations, Closed and All.