Rental Software Requirements
Im very train of thought - so if this is confusing forgive me
Tags - yay!
One important and probably obvious item of discussion is being non-destructive in edits. For example, if a piece of equipment has it’s rate changed, any events that have already been quoted, should not update, but any future quotes should use the new rate.
Workflows should be somewhat customizable. For example, I am a small shop/org. I am simply NOT scanning shit in and out of the warehouse. I want to book it, and see it on a pull sheet and move on with my life. Some people may not want to do that. It should be a choice.
Ability to suppress all finacials
Equipment - Data to have/track
equipment categories will be tag based, so I’m not going to get into that.
Serialized vs non-serialized. Both should be options.
Manufacturer, Model, Common Name, Purchase price, purchase date, replacement price, current value. Qty
Base Rate (There should be a base daily rate - users should be able to define the weekly rate as x times base, monthly, etc)
I have two thoughts with regards to maintenance. First is simply a free flowing field where entries can be made. The second is child records with time/date stamps for each item
Item history. User based tracking of creation and change of items.
A boolean value that indicates if equipment requires maintenance between every booking (a fogger for example, topping off fluid)
other people have adequately described the need to package gear into groups and check in and out as a group. There should also be the ability to book packages of non-perm. gear. For example, “Small sound system” That automatically pulls 2 of your 12 small speakers, mixer, cables, etc, in a non-serialized manner
Other customizable alert text on gear. Can choose if alert pops a booking, or a pull, or scan, or whatever. Some people use this with a text field to track lamp hours on projectors.
This should be pretty straightforward, but there should be organizations and contact, and organization can have many contacts, but an event or rental can be attached to an org or a contact
Event name, pull date, pickup/delivery date, event start date, event end date, pickup/return date. With some auto populate options. A little scheduling module within an event could be nice too. Nothing fancy but a simple date/time/description. So I can say Day 1, 8am crew call, 10am client sound check, 12p lunch, 1p call, 2p doors, 2:30p show, 5:30p show ends, catered dinner, load out, or whatever.
Ability to upload files to events
Workflow - thoughts….
Equipment lists - I like a list. even if we are tag based, there is going to need to be a sortable list. I like to see serialized equipment listed individually, non-serialized with total quantities
An inventory reconciliation screen where you actually do inventory
When I book a show I like to put in dates, then have a pull list type entry of gear in, then a different screen where I can see invoices, and adjust, suppress individual lines, or all line items with just totals