[R-08]

RENTAL

Fleet availability management, rental contracts, machine return processing, GPS state monitoring, and rental-specific billing.

// OPS_COMPANION FIELD MANUAL

The Rental role manages the equipment rental lifecycle — from availability checking and contract creation, through the rental period with GPS monitoring, to machine return, condition assessment, and billing. Rental has read access to the fleet GPS (to monitor rental assets), rental-specific financial data, and the machine repository.

Rental does not have access to work orders, employee HR data, or the inventory system. Their scope is the physical machine, where it is, who has it, and what condition it comes back in.

Fleet Availability Dashboard

The Rental dashboard shows the full fleet with rental status overlaid. Available assets, assets currently on rental, assets under maintenance, and assets with upcoming scheduled returns are all visible at a glance — with GPS positions for each rented asset visible on a read-only map view.

AVAILABLEMachine on site, cleared for rental, no maintenance hold

ON RENTALMachine at client site — return date shown, GPS position visible

RETURNING TODAYReturn scheduled — Rental team alerted, return inspection queued

UNDER MAINTENANCEMachine in service — estimated available date shown

FLAGGEDMachine returned with condition issue — pending assessment

Rental Contract Management

CONTRACT CREATION

Select machine, client, rental period, rate (daily/weekly/monthly), and included accessories

CLIENT SIGNATURE

Contract signed electronically — PKCS#7 sealed. Client copy emailed automatically.

DEPARTURE INSPECTION

Machine condition recorded before departure with photos and technician sign-off. Baseline for return comparison.

EXTENSION MANAGEMENT

Contract extensions logged with client re-confirmation. Rate adjustments applied from the extension date.

EARLY RETURN

Early return handled with pro-rated billing calculation and immediate availability update.

Return Processing & Condition Assessment

When a rented machine is returned, Rental initiates a return inspection using the same digital inspection forms as the Technician role — pre-loaded with the departure condition baseline for side-by-side comparison. Any damage or wear beyond normal use is flagged with photo evidence.

▸Side-by-side departure vs return photo comparison for each checkpoint
▸Damage notes linked directly to the rental contract record
▸Damage billing calculated automatically based on damage type and machine model
▸Machine returned to AVAILABLE status once inspection is passed
▸Machine routed to maintenance queue automatically if service is required before next rental

GPS MONITORING DURING RENTAL

Rental has read-only access to the GPS position of all rented machines during the rental period. Geofence breaches on rented machines generate alerts to the Rental team — if a machine leaves an authorized zone, Rental is notified along with the Dispatcher.

Access Summary

Rental ContractsFULL — create, manage, extend, close

Fleet AvailabilityFULL — status, availability calendar

Fleet GPSREAD — rented assets only, during rental period

Machine RepositoryREAD — condition history, departure/return photos

Rental FinancialsFULL — rental rates, billing, damage charges

Work OrdersNONE

Employee DataNONE

InventoryNONE