How to Assign a Delivery or Pickup Agent
Running your own delivery team? Rentablez lets you attach a specific delivery agent to each order so everyone knows who is dropping the gear off and who is collecting it back. You assign a delivery agent at dispatch, a collection agent at return, and your operations team always has a name and phone number against every handover.
Why Assign Delivery Agents?
- Accountability — each dispatch and each collection has a named person against it, not just a date.
- Faster operations — pick the agent right inside the same dispatch or return step; no separate screen.
- Live visibility — once delivery agents are enabled, your team can watch active agents on a live map.
Delivery agent assignment is part of the in-house delivery (3PL) fulfillment workflow. It only applies to orders being fulfilled by Delivery — orders set to Self Pickup (where the customer collects and drops the gear themselves) never ask for an agent.
Before You Start
Two things must be in place before agents can be assigned:
| Requirement | Where to set it up |
|---|---|
| Delivery Agent management turned on | Settings → Operations → Delivery Agent Management |
| At least one delivery agent user | Roles (create a Delivery Agent role) then Users |
Step 1 — Turn On Delivery Agent Management
Open Settings → Operations and find the Delivery Agent Management section. Switch on Enable Delivery Agent management. When this is off, the agent selectors and live tracking are hidden everywhere across the platform.
Three optional sub-settings appear once the master toggle is on:
- Chat — let customers and delivery agents message each other.
- Voice Calls — allow VoIP calls between agents and customers.
- OTP Verification — require a one-time password to confirm each delivery or pickup.
Editing these settings needs the settings.write permission.
Step 2 — Create Your Delivery Agents
A delivery agent is simply a user assigned to a Delivery Agent role. On the Roles page use Delivery Agent Role to quick-create one — it comes pre-loaded with the minimum access an agent needs (Operations and Orders view). Then create your delivery staff as users and assign them that role.
Any user on a delivery agent role automatically appears in the agent dropdowns described below.
For the full walkthrough, see the Roles and Users help articles under Settings.
Assigning a Delivery Agent at Dispatch
The delivery agent for the outbound trip is chosen while you dispatch the order.
Step 1 — Open the Rentals Out Drawer
Go to the Operations hub and stay on the Rentals Out tab. Find the order you are dispatching and open it to bring up the dispatch drawer.
Step 2 — Pick the Delivery Agent
In the dispatch drawer, look for the Delivery Details section. If the order’s Dispatch Mode is Delivery, you will see a Delivery Agent (optional) picker. Search by name and select the agent making the drop.
The picker is optional — you can dispatch without choosing an agent and assign one later. If the order’s Dispatch Mode is Self Pickup, the Delivery Details section (and the agent picker) does not appear at all.
Step 3 — Complete the Dispatch
Finish the dispatch as usual. The selected agent is attached to the order as a delivery assignment when the dispatch succeeds.
Agent assignment is non-blocking: if the dispatch goes through but the agent could not be attached, Rentablez still completes the dispatch and shows a message asking you to assign the agent manually. Your stock movement is never held up by an assignment hiccup.
Assigning a Collection Agent at Return
When gear comes back on a delivery order, you can name the agent who collects it.
Step 1 — Open the Rentals In Drawer
From the Operations hub, switch to the Rentals In tab, find the order, and open its return drawer.
Step 2 — Pick the Collection Agent
If the order’s Return Mode is Collection (that is, a delivery order you are collecting rather than a Self Drop), a Collection Delivery Agent (optional) dropdown appears. Choose the agent handling the pickup. Each option shows the agent’s name and phone number where available.
Step 3 — Complete the Return
Process the return as normal. The chosen agent is recorded against the order as a pickup assignment. As with dispatch, this step is non-blocking — a return always completes even if the agent could not be attached, and you will be prompted to assign manually if needed.
The Two Assignment Types
Every order can carry two independent assignments — one for going out, one for coming back:
| Assignment | Set during | Applies when |
|---|---|---|
| Delivery | Dispatch (Rentals Out) | Dispatch Mode is Delivery |
| Pickup | Return (Rentals In) | Return Mode is Collection |
Self Pickup / Self Drop orders skip both — the customer handles the handover themselves.
Tracking Agents Live
Once Delivery Agent management is enabled, the Operations hub gains a Delivery Agents tab. From there, use the Live Map button to open the live tracking view and see where your active agents are in real time.
If you turn Delivery Agent management back off in Settings, the Delivery Agents tab and the live map are hidden, and the agent pickers no longer appear during dispatch or return.