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Working in Rental

Use Beam Machine Rental to create bookings, review schedules, check equipment out, check it back in, and manage rental rates.

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Working in Rental

This page shows you how to manage the rental lifecycle in Beam Machine from booking to return.

Product: Beam Machine
Module: Rental
Role: Operator, Rental Coordinator, Operations Lead
Difficulty: Beginner
Time: 10 minutes first read
Last Updated: 2026-03-10
Version: Current Beam Machine app build in this repo

Before You Start

  • You should know the active entity.
  • You should know which client and equipment you are working with.
  • Keep ../14-asset-rental-stock-and-fleet.md open if you need the wider operations view.

What is Rental?

This module is the booking and movement control for rental equipment. On paper, this would be the booking diary, issue note, return note, and rate card combined.

In Beam Machine, it lives under Rental.

When do you use this?

Use this module when:

  • a new rental is booked,
  • equipment is being checked out,
  • equipment is being returned,
  • or rates and the schedule must be reviewed.

If check-out and check-in are not captured properly, availability becomes unreliable.

Where do you find it?

Primary path: Operations -> Rental
Detailed routes:

  • /dashboard/rental
  • /dashboard/rental/new
  • /dashboard/rental/calendar
  • /dashboard/rental/check-out
  • /dashboard/rental/check-in
  • /dashboard/rental/rates

How to work in Rental

Review the rental dashboard

  1. Open Rental.
  2. Review the cards for total rentals, active rentals, and completed rentals.
  3. Decide whether your next action is a new booking, a check-out, a check-in, or a rate review.

Create a rental

  1. Open Rental -> New Rental.
  2. Enter the booking details.
  3. Confirm the client and date range carefully.
  4. Save the rental before the equipment moves.

Review the rental calendar

  1. Open Rental -> Calendar.
  2. Check for conflicts or clashes before confirming the booking.

āœ… Checkpoint: You should now know whether the equipment is available for the requested period.

Check equipment out

  1. Open Rental -> Check Out.
  2. Review the Pending Checkouts table.
  3. Select the correct rental.
  4. Click Check Out.
  5. Confirm the check-out in the dialog.

What happens next: The rental period begins and the system status changes to reflect that the equipment is out.

Check equipment in

  1. Open Rental -> Check In.
  2. Select the correct active rental.
  3. Confirm the return.
  4. Complete the check-in so the equipment becomes available again.

Review rental rates

  1. Open Rental -> Rates.
  2. Review the equipment pricing rules before you quote or confirm a booking.

Common Questions & Issues

"I checked the equipment out in real life, but the system still says reserved"

Why this happens: The confirmation step was not completed in Beam Machine.

Fix: Open Check Out, select the rental, and complete the confirmation action.

"The calendar looks wrong"

Why this happens: A booking, check-out, or check-in was not recorded properly.

Fix: Review the rental record, then compare the booking dates and status against the calendar.

"The equipment is unavailable even though it was returned"

Why this happens: The check-in action may not have been completed.

Fix: Open Check In and make sure the return was recorded in the system.

What's Next

Related Pages

SA Compliance Reference

  • Follow your firm rental, damage, and issue-return control policy for custody and proof of movement.

Still Stuck?

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