Enable Sub-Rentals and set permissions
Sometimes an order needs more units than you own. Sub-Rentals let you rent equipment in from a supplier to cover the shortfall, then hand it back when you’re done. Before anyone can use it, an admin has to turn the feature on for your organization and make sure the right people have permission. This page walks through both.
Sub-Rentals is off by default. Until an admin enables it, there’s no Sub-Rentals menu item and the pages can’t be reached — even by typing the URL directly.
Who Can Turn It On?
Enabling Sub-Rentals is an organization-wide setting, so it lives in Settings. You’ll need Settings — Write permission to change it. If the toggle looks greyed out, your role can view settings but not edit them — ask an admin to flip it.
Enable the Sub-Rentals Feature
- Open Settings from the main menu.
- Go to Operations → Fulfillment Settings.
- Find the Enable Sub-Rentals card.
- Switch the toggle on.
- Click Save Settings.
Once saved, a Sub-Rentals item appears in the main menu for anyone whose role allows it (see permissions below). Turn the toggle back off at any time to hide the feature again.
Turning the feature off only hides the menu and blocks the pages — it doesn’t undo sub-rentals you’ve already confirmed. If you have live sub-rented stock booked on orders, sort those out before switching Sub-Rentals off.
Give the Right People Access
Enabling the feature makes it possible to use, but each user still needs the matching permission on their role. Sub-Rentals uses two permissions:
| Permission | What it allows |
|---|---|
| Sub-Rentals — Read | View the Sub-Rentals list and open individual sub-rentals |
| Sub-Rentals — Write | Create, edit, confirm, return units, and cancel sub-rentals |
A few things worth knowing:
- Read on its own is view-only — the person can browse sub-rentals but can’t create or change anything.
- Write covers every action, from creating a draft through confirming stock and returning units to the supplier.
- These permissions do nothing while the org-level feature toggle is off. Both the feature and the permission have to line up for a user to see Sub-Rentals.
To assign them, edit a role and tick the Sub-Rentals boxes. See Configuring Roles & Permissions for the full walkthrough.
Quick Troubleshooting
Not seeing Sub-Rentals where you expect it? Check these in order:
- No Sub-Rentals menu item at all — the feature is off for the org. An admin needs to enable it in Settings → Operations → Fulfillment Settings.
- Feature is on, but a user still can’t see it — their role is missing Sub-Rentals — Read.
- User can view but not create or confirm — their role has Read but not Sub-Rentals — Write.