How to Manage Pickups?
Use the Rentals Out tab in the Operations Hub to get equipment out the door — whether your team is delivering it or the customer is collecting it. Every order in Reserved or Partially Dispatched status lands here automatically, ready to process without hunting through your order list.
Why Start Here?
The Rentals Out tab is your daily dispatch queue. Instead of opening each order one by one, you get:
- One prioritized list — overdue and due-today orders float to the top with colored borders.
- Quick processing — dispatch straight from the list in a side drawer, no page reload.
- Built-in checks — inspection status, meter readings, and handover details are enforced right where you dispatch.
How It Works
Open the Rentals Out tab, find the order, open its dispatch drawer, select the assets you’re sending, clear any required inspections, then confirm. The order status updates on its own — Partially Dispatched if items remain, Rented Out once everything is out.
Find the Order
Click Operations Hub in the sidebar. The Rentals Out tab opens by default (you’ll also see Rentals In, Routes, and — if enabled for your organization — Delivery Agents).
Use the Search box to find an order by order number, customer name, phone, or location.
Narrow the list with the timeline pills:
| Filter | Shows |
|---|---|
| All | Every pending dispatch |
| Overdue | Orders past their scheduled date (red border) |
| Today | Orders due today (amber border) |
| Tomorrow / Next 7 days / This month | Upcoming dispatches so you can prep ahead |
| Custom date | Pick any single date |
You can also filter by Status (Reserved or Partially Dispatched). Orders with a red left border are overdue — check those first.
Tip: Click the order number to open a quick summary card — customer, phone, scheduled date, item count, value, and status — plus a View Full Order link, without leaving the list.
Export the List
Need the queue in a spreadsheet for the warehouse team? Click Export. In the Export Rentals Out dialog, keep Apply current page filters to export ticked to match what’s on screen, then click Export to Excel to download an .xlsx file.
Open the Dispatch Drawer
Click the chevron (›) at the end of an order’s row. The Rentals Out drawer slides in from the right with everything you need to dispatch that order.
The drawer header shows the order number, customer, rental dates, and current status.
Set the Dispatch Details
At the top of the drawer:
- Dispatch Mode — a badge shows Delivery (your team takes it out) or Self Pickup (the customer collects). This comes from the order.
- Handed By — the name of the person releasing the goods. If your organization requires it, this field is mandatory (marked with a red asterisk); otherwise it’s optional.
For Delivery orders, a Delivery Details section appears:
- Delivery Address — confirm or switch the shipping address if the customer has more than one on file.
- Delivery Agent — optionally assign an agent to this delivery. (This field only appears when the Delivery Agents feature is enabled for your organization.)
Recurring Inspection (optional): Set a cadence here to automatically schedule follow-up inspections during a long rental. Each completed inspection spawns the next one until the rental ends. Leave it as One-time if you don’t need recurring checks.
Select Assets to Dispatch
The Items to Dispatch section lists everything still pending on the order:
- For regular and kit assets, each physical unit (identified by its asset tag, like ASST-001) appears as its own row. Tick the box for each unit you’re sending.
- For bulk assets, use the − and + controls to set the quantity you’re dispatching.
If some units went out in an earlier run, only the remaining ones show here. Any item without stock assigned yet is called out in a warning with a refresh button — assign stock on the order first, then refresh.
Capture Meter Readings
If an asset is priced by usage (for example, hours or kilometres), a Start reading field appears on that item once you select it. Enter the meter’s current value before dispatching — it becomes the baseline for usage billing when the item comes back.
Meter reading capture only appears when metered pricing is switched on for your organization. If you don’t rent by usage, you won’t see these fields.
Handle Inspections
Each item shows its pre-dispatch inspection status:
- Inspected — the check is done; the item is ready to go.
- Pending — an inspection is still required.
If any selected item has a pending inspection and your organization enforces inspections, the Mark Dispatched button stays locked and a warning bar tells you how many items need attention. Complete those inspections (from the Inspections area or the mobile app), or — if you have permission — use Skip Inspection & Dispatch:
- Click Skip Inspection & Dispatch.
- Choose a Reason (for example, Urgent customer pickup or Will inspect on return) and add optional notes.
- Click Confirm Skip & Dispatch.
The reason is saved to the audit log so every override is traceable.
If inspections are not enforced, pending items show as a heads-up but never block dispatch.
Confirm the Dispatch
Once your items are selected and any blockers are cleared, click Mark N Dispatched at the bottom of the drawer. The count reflects how many units you’ve selected.
After confirming:
- Dispatched units are recorded against the order.
- The status becomes Partially Dispatched (if items remain) or Rented Out (once everything is out).
- If the Gate Pass feature is enabled, you’ll be prompted to generate a gate pass for the batch you just released; otherwise the drawer closes and returns you to the queue.
Completing a Swap
If a customer swap was arranged for the order (replacing one unit with another), the pending swap appears as its own row in the drawer, showing the outgoing and incoming asset tags. Select it and confirm — the button reads Mark Swap(s) Dispatched — to record the swapped unit going out.
Full-Screen Dispatch View
Opening an order from the Operations Calendar or a direct link may show the full-screen dispatch page instead of the drawer. It’s the same workflow in a two-panel layout: assets on the left, inspection details on the right, with Start Inspection and Override available inline. The confirm button there reads Confirm Dispatch N Item(s) — or Confirm Handover N Item(s) for self-pickup orders.
You’re All Set!
You’ve dispatched from the Operations Hub. For a partial dispatch, reopen the order later and repeat the same steps for the remaining units.
Permissions: Viewing the queue needs Operations (read) access; dispatching, overriding inspections, and editing the delivery address need Operations (write).