Checklists make your staff check the same things every time a unit goes out or comes back, and open a ticket when a check fails. Photos taken at check-out and check-in are shown side by side on the ticket, so you can see whether the damage was already there when the unit went out.
Checklists #
A checklist is a set of serial custom fields (made on Rentals > Serial Custom Fields and added to your products). Maintenance turns a set into a checklist: its answers are asked at check-out and check-in as each field says, recorded as an inspection for each unit, and a failed answer can open a ticket.
Go to Rentals > Maintenance Setup > Checklists. The list shows each serial custom field set, its items, when they are asked (Sent, Returned, Sent and returned, or only during a service), and how many tickets its failures opened.
Click Edit on a set:
- Tick Use this field set as a checklist.
- For each item, choose when it fails. A Yes/No answer fails on No (or on Yes); a choice fails on the options you tick; other fields are Recorded, never fails.
- If it fails: Open a ticket (choose its kind and priority) or Record only.
- Click Save checklist.
To add or change the items themselves, use Rentals > Serial Custom Fields (Edit the fields on the checklist page takes you there).
What happens on a failure:
- At check-in, the ticket holds the unit from the return.
- At check-out, the unit still goes out; the ticket holds it from the end of the rental, and the managers get the email “Inspection failed at check-out”.
- A unit already on an open ticket gets the failure on that ticket instead of a second one.
The ticket page shows the unit’s latest checklists in the Checklist card. During a service, click Fill “…” on the card to fill the checklist on the ticket, then Record checklist. A schedule can name the checklist for its service tickets, and the ticket offers it first.
Check-out and check-in photos #
A ticket from a rental shows its units’ photos taken at check-out and at check-in side by side in the Check-out and check-in photos card: the photos from the Send and Return screens, checklist photo fields and Add photo in the Needs service box. It is the quickest way to see whether the damage was already there when the unit went out.
Only staff whose role may see serial photos see them here. Others see a note that the photos are hidden by their role.
You can also add photos to a ticket yourself, with Add photo or Upload on its timeline. Photos are resized and stripped of location data when they are uploaded.
Photos taken for a check-in that never opened a ticket are deleted after two days.
