Purpose
The Rentals module allows users to track and manage rental equipment from external vendors. Users can monitor assignments, due dates, rental costs, and maintain a complete history of rental item usage across jobs and employees. The module supports training requirement enforcement to ensure only qualified personnel operate rented equipment.
List View
View and manage all rental records with filtering and search tools
- Search rentals by description, assignment, or cost center
- Track rental due dates and return schedules
- Monitor rental costs and vendor relationships
- View assignment history and current assignments
- Create checklists for equipment inspections
Search & Filter Options
Use these options to quickly locate specific rental items.
| Option | Description |
|---|---|
| Quick Search | Search for a rental item using the description, assignment, or cost center. |
| Archive | View rental items that have been archived. |
Record Options & Actions
Select the ≡ icon on a record to access these options:
| Option | Description |
|---|---|
| Assign/Unassign | Assign or unassign a user to this rental record. |
| New Checklist | Create a new checklist related to this rental record for inspections or tracking. |
When a rental is selected, use these buttons in the top right:
| Button | Description |
|---|---|
| Actions → Assign/Unassign | Assign or unassign a user to the selected rental record. |
| Actions → Delete | Permanently delete the selected rental record from the system. |
| Options → View History | View the system and user-entered history records for this rental item. |
Selected Rental View
Detailed view of individual rental records with assignment and cost tracking
When a rental is selected from the list view, the Selected Record section displays detailed information organized across multiple modes: Overview and Assignments.
Record Modes
The Overview mode displays core rental information including vendor, costs, and due dates.
| Field | Description |
|---|---|
| Description | The name or description of the rental item. |
| Vendor | The supplier of the rental item. Links to records in the Vendors module. |
| Cost Center | The associated cost center for the rental, typically a job or project. |
| Due Date | The date when the rental item is due to be returned to the vendor. |
| Rate | The rental rate for the item (cost per period). |
| Period | The rental period (e.g., daily, weekly, monthly). Configurable in the Categories module. |
| Training | Required training to use this rental. Training is configured in the HR workflow; users cannot be assigned without proper training. |
| Archive | Archive the rental record when no longer active. |
Additional Features
| Activity Log | View a history of changes and actions related to the rental item. |
| Attributes | Add custom attributes to track additional data specific to your rental tracking needs. |
Track and view the rental item's assignment history, showing who has used the equipment and when.
| Field | Description |
|---|---|
| Assignment | The person or entity to whom the rental item is currently or was previously assigned. |
| Timestamp | The date and time of the rental assignment. |
| User | The username of the person who made or changed the assignment. |
Frequently Asked Questions
Common questions and step-by-step guidance for managing rentals
Getting Started
To add a new rental record:
- Navigate to the Rentals module from the Equipment menu.
- Click the + icon at the top of the list.
- Enter the rental Description to identify the item.
- Select the Vendor providing the rental equipment.
- Set the Cost Center (job or project) to allocate costs.
- Enter the Due Date for when the rental must be returned.
- Specify the Rate and Period for rental costs.
- Click Save to create the rental record.
To assign a rental to personnel:
- Locate the rental in the Rentals list.
- Click the ≡ icon on the rental record.
- Select Assign/Unassign.
- Choose the employee from the available list.
- The assignment will be logged with a timestamp in the Assignments Mode.
Note: If the rental has a training requirement, the employee must have completed that training before they can be assigned.
Due Dates & Returns
To extend the rental period:
- Select the rental record from the list.
- In Overview Mode, update the Due Date field to the new return date.
- Adjust the Rate or Period if the rental terms have changed.
- Click Save to update the record.
Tip: Document the extension in the Activity Log to maintain a clear rental history for vendor reconciliation.
To receive due date alerts:
- Assigned users automatically receive alerts when their assigned rentals are due.
- Fleet Managers should have the Alert when Rentals are Due permission enabled in Settings → Access to receive alerts for all rentals.
Contact your administrator to enable the rental due alert permission if you need visibility across all rental items.
Training & Compliance
Rentals can require specific training before an employee can be assigned:
- Training requirements are configured in the Training field on the rental record.
- Training programs are set up in the HR workflow.
- When assigning a rental, the system verifies the employee has completed the required training.
- If training is incomplete, the system prevents the assignment and displays a notification.
Note: Training records are managed in the HR module. Contact your HR administrator to update employee training certifications.
To create a checklist for rental inspection or return verification:
- Click the ≡ icon on the rental record.
- Select New Checklist from the menu.
- Choose a checklist template or create a custom checklist.
- Complete the checklist items as needed.
- Save the checklist - it will be linked to the rental record.
Cost Tracking
Rental costs are tracked through the Cost Center field:
- Each rental record has a Cost Center field linking it to a job or project.
- The Rate and Period fields capture the rental cost structure.
- Job cost reports in the Jobs module include rental expenses allocated via cost center.
- Use the View History option to see all cost-related changes for audit purposes.
To archive a rental while preserving its history:
- Open the rental record in Overview Mode.
- Check the Archive checkbox.
- Save the record.
- The rental will be hidden from the default list view.
- To view archived rentals, click the Archive filter.
Tip: Archive rentals rather than deleting them to preserve cost history and assignment records for reporting purposes.
Access Permissions
Configure user access to the Rentals module via Settings → Access
| Permission | Description |
|---|---|
| Module Access (Rentals) | User can access the Rentals module in the Equipment workflow. |
| Permission | Description |
|---|---|
| Delete Rentals | User can delete rentals from the rentals module. |
Enable these alerts for Fleet Managers or personnel who need to stay informed about rental status:
| Alert | Description |
|---|---|
| Alert when Rentals are Due | Receive an alert notification when a rental is due. Typically used by a Fleet Manager since assigned users automatically receive this alert. |