What's On Hire is being developed alongside the people who manage hired plant and equipment every day. Here are the latest improvements, including changes made directly from user feedback.
You can invite colleagues into your organisation so the office and site teams share the same hire register. Each person signs in with their own account. That makes it practical for a QS or contracts manager to keep the list current while other people help on site.
Reminders can be set for the organisation or for a single site. A weekly schedule asks people to check what is still needed. An expected end-date reminder goes out before a hire is due back. The email includes a secure review link, so site staff can reply without creating an account.
Each hire can now hold documents and photos: hire tickets, delivery notes, hire agreements and other files. You can add them from a phone or a computer. When someone later asks what was agreed, the ticket is on the hire record instead of being hunted down in email.
Off-hire now starts with a simple choice. You can still prepare and send an email to the supplier, or record the off-hire yourself if you have already agreed it by phone or elsewhere. The usual route is to check the date and save. You can also mark an item as ready to off-hire later, without contacting the supplier yet.
The estimated cost continues until supplier confirmation is recorded, including after an email has been sent or a request has been logged by phone. Those items stay in Needs attention so they do not disappear into the hire list. Once confirmed, the estimate stops on the off-hire date and the item waits for collection.
When you start another review, items that are still on hire can be included again, even if they were reviewed before. If someone marks an item as 'Not sure', it stays visible as needing attention along with their note, so the office can follow it up without searching through earlier reviews. The review page sent to site contacts is also clearer on a phone.
Items you hire regularly can be saved against a supplier, including the usual rate and any minimum hire period. When you add a hire, the estimated cost can follow those terms, so weekly totals are closer to how the supplier actually charges.
Send a secure link, or email it to the person responsible for a site, so they can confirm what is still needed. They do not need a What's On Hire account, and you keep a record of what they said. That makes regular checks practical for busy site managers.
When you ask a supplier to collect an item, the request stays on the hire record through sending, supplier confirmation and collection. The hire is not treated as finished until it has actually come off hire, so it is harder for something to sit on site after everyone thought it had gone.
Add each hire against the site and supplier, with the hire date, rate and equipment details. You can then see what is currently out across every site without checking spreadsheets or separate supplier portals. That gives the office and site teams one list to work from.