New Features
Inspection Checklists
Used for any check-in or check-out process on an order, allowing you to build a custom checklist of tasks you always want completed before sending equipment out on rent or when it comes back.
Checklists can include three types of prompts: thumbs up/thumbs down checklist items, a machine hours and fuel entry, and a photo/video upload section.
Checklists are created under Settings > Inspection Workflows. Click Create New, then choose whether the checklist is for Check In or Check Out, and give it a title.
Within a checklist, you can customize the header text and add instructions for each of the three sections (checklist items, machine hours/fuel, media).
Add as many checklist items as needed (for example, "Check for damage"). Each item can be marked Required or not. If an item is not marked required, the person completing the checklist can bypass it. If it is required, it must be completed before moving on.
The machine hours and fuel section will prompt for an hour reading and fuel amount. If a product does not track machine hours or does not have automatic fuel tracking configured, this section is automatically skipped when the checklist is used, so it does not need to be manually removed when building the checklist.
The media section lets you specify exactly which photos or videos should be collected (for example: front, back, side, cab, walkaround video). Add as many or as few media prompts as needed, and use the trash can icon to remove any added in error.
Once a checklist is built, click Save. Existing checklists can be edited, duplicated, or deleted from the Inspection Workflows list. Duplicating is the recommended way to create similar checklists for different equipment types without rebuilding from scratch.
Checklists must be assigned before they take effect. Assignment can happen at two levels:
Category level: go to Inventory Categories, select a category, and choose the appropriate checklist under the Check In Inspection Workflow and Check Out Inspection Workflow dropdowns, then Save. This applies the checklist to every product in that category.
Product level: go to the specific product, scroll to Check In Inspection Workflow and Check Out Inspection Workflow, assign the checklist, and click Save Changes.
If a checklist is assigned at both the category and product level, the product level assignment always overrides the category level assignment for that specific product.
Once assigned, Check In Inspection and Check Out Inspection sections appear on the order below the Order Status/View Order section, each showing a Start button.
When completing a checklist, each item is answered with a thumbs up or thumbs down. A thumbs down prompts for additional detail and requires a photo upload showing the issue.
After checklist items are completed, the flow moves to machine hours and fuel entry (if applicable), then to the media upload step, where photos and videos can be added from the device's photo library.
After saving, the order will show either "Complete, Not Passed" (if any item received a thumbs down) or "Complete" (if everything passed). Both statuses can be clicked into to review the full checklist detail, including which items failed, any notes added, and the hour reading at the time.
All uploaded media also appears in a dedicated media section further down the order, so photos and videos can be reviewed in one place separate from the checklist itself.
Check In and Check Out labels are flexible. Some businesses use Check In when equipment goes out and Check Out when it returns, others do the reverse. Use whichever convention matches your business process.
Upcoming Enhancements
Printable checklist PDFs. A future update will allow completed checklists to be exported as a PDF that can be printed or sent to customers. This is expected within the next several weeks.
Checklist requirements before on-rent/off-rent. A future update will allow checklists to be required before an order can be on-rented or off-rented, rather than being optional at any point during the order as they are today.
Common Questions
Are there standard checklist questions, or do we need to build our own each time?
There isn't a standard set. Checklists are fully custom, so you should include whatever checks matter most for your business and equipment types. Most customers end up with several different checklists depending on the type of equipment.
Do I need to recreate a checklist from scratch every time I want something similar?
No. You can duplicate an existing checklist and then make the specific changes needed, rather than rebuilding it from the beginning.
Can the customer see the checklist?
Not currently. This will be part of the upcoming printable PDF feature, which will let you generate a full printout of the checklist to share with customers.
When should the check-in and check-out checklists actually be completed?
They can technically be completed at any point during the order. The recommended practice is to complete the check-in checklist right before on-renting and the check-out checklist right before off-renting, treating them as part of those steps in your process.
If I assign a checklist at the category level but need a different one for a couple of specific products in that category, does that change the checklist for the whole category?
No. Assigning a different checklist directly to a specific product only affects that product. The product level assignment overrides the category level assignment for that item, while the rest of the category keeps the category level checklist.
Does it matter which one I call "check-in" and which I call "check-out"?
No. The system doesn't enforce a specific meaning for either label. You can treat check-in as the start of the rental and check-out as the return, or the reverse, whichever matches how your business already talks about the process.