How to Generate a Gate Pass
When your equipment leaves the yard, the people at the gate or the delivery site often need a paper record of exactly what is going out, for which order, and who authorised it. A Gate Pass is a printable PDF that lists the dispatched items, the customer, the destination, the driver, and the inspection status — with a QR code for quick verification. Generate it in one click right after you dispatch an order, then download or reprint it any time.
Why Use Gate Passes?
- Accountability at the gate — security or warehouse staff can confirm the outgoing items against a signed document, even without logging into Rentablez.
- A record per dispatch — every gate pass covers one dispatch batch, so partial dispatches each get their own pass with only the newly released units.
- Fast verification — each pass carries a QR code encoding its gate-pass number.
Gate Pass is an optional feature that is off by default. An administrator turns it on in Settings → Operations before it appears anywhere on orders.
Before You Start
A gate pass can only be generated when all of the following are true:
| Requirement | Detail |
|---|---|
| Feature enabled | The Enable Gate Pass document toggle is on in Settings → Operations. |
| Items dispatched | The order has stock that has actually been dispatched (picked up / rented out). |
| Inspection cleared | Any pre-dispatch inspection on those items is passed, skipped, or not required — a pending or failed inspection blocks the pass. |
| Not already covered | The dispatched units are not already on an earlier gate pass. |
| Permission | You have Orders (write) permission to generate a pass. Viewing and reprinting need only order access. |
Step 1 — Turn On Gate Passes (one-time, admin)
If you don’t see a Gate Pass button on dispatched orders, the feature is likely still off.
- Go to Settings → Operations.
- Find Enable Gate Pass document and switch the toggle on.
- Click Save.
Once enabled, the option becomes available on every order for your organisation.
Step 2 — Generate a Pass Right After Dispatch
The most natural place to create a gate pass is at the moment you send items out.
- Dispatch the order as usual from the pickup / dispatch flow (select the items, confirm the dispatch).
- Once dispatch is confirmed, a green banner appears: “Dispatched N item(s). Generate a gate pass for this dispatch below.”
- Below it, the Gate Pass panel shows how many newly dispatched item(s) are ready.
- Click Generate Gate Pass. Rentablez creates the pass and confirms with a Gate pass generated message.
Only the units from this dispatch are included. If you dispatch the rest of the order later, generate a second pass then — it will contain only the new units, never duplicates.
Step 3 — Generate, View, or Reprint from the Order
You can also work with gate passes from the order itself at any time after dispatch.
- Open the order.
- In the order header, click the Gate Pass button. (This button only appears when the feature is enabled and the order has reached a dispatched status — for example Partially Dispatched, Rented Out, Partially Received, Received, or Completed.)
- A Gate Pass window opens showing two areas:
- Generate row — tells you whether there are newly dispatched items ready. If there are, click Generate Gate Pass. If everything dispatched is already covered, it reads “No new dispatched items — existing passes already cover them.”
- Generated Gate Passes — a list of every pass already created for this order.
Step 4 — Download or View the PDF
Each entry in the Generated Gate Passes list shows its gate-pass number, the number of items it covers, and how many times it has been printed. For any pass:
- View — opens the gate-pass PDF in a new browser tab.
- Download — saves the PDF to your device (named like
gate-pass-GP-0001.pdf, using the pass’s number).
You can download or view a pass as many times as you need; each reprint is tracked on the record.
What’s on the Gate Pass
The generated PDF pulls its details from the order and the dispatch:
| Section | What it shows |
|---|---|
| Gate pass number | An auto-generated, sequential number with a QR code. |
| Order & customer | Order number, customer name and contact. |
| Locations | Booking location and the delivery (shipping) address. |
| Dispatch | Dispatch date and time. |
| Driver | Driver name and contact — taken from the assigned delivery agent, or from the person who handed over the items. |
| Inspection status | A summary such as Completed (Passed), Skipped, or Not Required. |
| Items | Each dispatched line: asset name, asset tag, serial number, and quantity. |
| Authorised by | The name of the user who generated the pass. |
The driver details come from the order’s assigned delivery or pickup agent when one exists. To set that up, see the delivery-agent assignment article below.
Troubleshooting
- No Gate Pass button on the order — the feature isn’t enabled (see Step 1), or the order hasn’t been dispatched yet.
- “No new dispatched items” — everything currently dispatched is already on an existing pass. Dispatch more items, or reprint the existing pass instead.
- Can’t generate (button disabled) — you may lack Orders (write) permission, or a pre-dispatch inspection on the items is still pending or failed. Clear the inspection first, then generate.