How to Schedule and Recur Inspections?
Most inspections happen automatically at dispatch and return. But sometimes you want to check a piece of gear on your own schedule — a pre-season once-over on the whole PA rig, a mid-rental safety check on a long-term scaffold hire, or a routine monthly look at your generators. Scheduling lets you line those up in advance, and recurrence puts them on autopilot so the next check is created for you every week, fortnight, or month.
Where Scheduling Lives
Open Inspections from the main menu to land on the inspections hub at /inspection. Across the top you’ll see five tabs:
| Tab | What it shows |
|---|---|
| Active Dispatch | Inspections due as gear goes out |
| Active Return | Inspections due as gear comes back |
| Active Recurring | Orders on a repeating inspection cycle |
| Scheduled | One-off and upcoming inspections you’ve planned |
| Completed Inspections | Finished checks (with Dispatch / Return sub-tabs) |
The Schedule Inspection button sits in the top-right corner of the hub, on every tab.
Inspections is a subscription module and needs inspection (maintenance) read access. If you don’t see the menu, ask an admin to enable the module and check your permissions.
Schedule an Ad-Hoc Inspection
Click Schedule Inspection to open the modal. You pick what to inspect one of two ways, then set the template, recurrence, and date.
Step 1 — Choose By Order or By Asset
At the top of the modal, switch between two modes:
- By Order — pick an existing order, then tick the specific asset stocks in it you want inspected. Search by order number, choose the order, and its inspectable assets appear as a checklist. Tick one or many.
- By Asset — inspect a single piece of gear regardless of any order. Search by asset tag, serial number, or name, then select the item from the results.
Step 2 — Pick a Template
Use the Template dropdown to choose the checklist to run. Leave it on Auto (from category) and Rentablez picks the template mapped to that asset’s category for you. Choose a specific template only when you want to override that default.
To control which template a category uses by default, see How to Assign Templates and Make Inspections Mandatory?.
Step 3 — Set the Recurrence
The Recurrence dropdown decides whether this is a one-off or a repeating cycle:
| Option | What happens |
|---|---|
| One-time (no recurrence) | A single inspection on the date you set |
| Weekly | Repeats every week |
| Bi-weekly | Repeats every two weeks |
| Monthly | Repeats every month |
Leave it on One-time for a single check. Pick any of the others to start a repeating cycle — once you finish an inspection, the next one in the series is created automatically.
Step 4 — Set the Scheduled Date and Save
Pick the Scheduled date (required) — this is when the first inspection is due. Click Schedule. If you selected several assets under By Order, Rentablez creates one inspection for each. You’ll land on the Scheduled tab where your new inspections appear.
Scheduling creates the inspection — it doesn’t fill it in. The checklist itself is completed on the Rentablez mobile app. When a check is due, your team opens it on their phone, works through the fields, and submits. See How to Inspect Gear? for how that plays out.
Track What You’ve Scheduled
The Scheduled tab lists every planned inspection with its asset, order (or “Standalone” for By Asset checks), template, cadence, scheduled date, and status. Use the search box and status filter to narrow the list. This is your worklist of what’s coming up.
Anything you set to Weekly, Bi-weekly, or Monthly also feeds the recurring cycle — the next occurrence is generated as each one is completed, so the tab always shows what’s next rather than a long list of future dates.
Put a Dispatch Order on a Recurring Cycle
For gear that’s out on a long rental, you can turn on a periodic inspection cycle directly from the order — handy for lease or long-term hires where you want a regular safety check while the gear is with the customer.
Step 1 — Open the Order’s Inspection Detail
From the Active Dispatch tab, click the order to open its inspection detail page. You’ll see the completion ring, stat tiles, and the per-stock list for that order.
Step 2 — Set the Cadence
In the top bar of a dispatch inspection, use the Recurring inspection dropdown to choose Weekly, Bi-weekly, or Monthly — or set it back to One-time (no recurrence) to switch the cycle off. The change saves as soon as you pick it.
Once set, the order shows up on the Active Recurring tab with its cadence and next-due date, and Rentablez keeps generating the next check for the life of the rental.
The recurring-cadence dropdown appears only on dispatch inspections (gear that’s out with a customer). Return inspections are a one-time check as items come back.