Example workflow Equipment Rental

How an Equipment Rental Business Can Record Which Machine Went Out on Which Job

Scan a job ticket once, then every machine loaded for that job. Scan machines again when they come back to the yard. Two clean files: what went out, and what came back.

This page shows how DataScan can be set up for this task. It is an illustration, not a report about a specific customer. All codes and values on it are examples.

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Equipment rental technician scanning dehumidifier barcode at construction site

The problem

Dehumidifiers, air movers, heaters and pumps look alike and move constantly. A technician loads six machines for one job and brings four back from another, and the yard list is updated from memory at the end of the day.

When a customer asks how many units were delivered, or a machine has to be found, you need to know which serial number went out on which job and when. A handwritten delivery note rarely lists the serial numbers.

An asset tag on every machine and a barcode on every job ticket turn each loading and each return into a few seconds of scanning.

The setup

One-to-Many Scan links one job ticket to every machine loaded for it. Returns are scanned with Continuous Scan, renamed so the yard team sees what it is for.

Scan mode One-to-Many Scan, sub-mode One-to-Many (Groups), for loading; Continuous Scan for returns
Primary and Secondary Barcode Label Job and Machine
Primary and Secondary Column Header Job and Machine
Mode names One-to-Many Scan renamed to Loading, Continuous Scan renamed to Returns in the main menu
Labels A durable Code 128 or QR asset tag on each machine; the job number as a barcode on the job ticket
Export format CSV or Excel, sorted by scan timestamp

Step by step

  1. Scan the job ticket When loading the van, open Loading and scan the barcode on the job ticket.
  2. Scan each machine Scan the asset tag of every machine going to that job. Loading for a second job? Tap New Job and scan the next ticket.
  3. Scan returns at the yard When machines come back, open Returns and scan their tags. Each tag gets a timestamp.
  4. Export both lists Export the loading and the returns session as CSV or Excel by email, to Files or by SFTP.
  5. File them with your fleet list Add the files to your fleet spreadsheet or import them into your rental software. Loading rows tell you which machine went out on which job and when; return rows tell you when it came back.

What you get out

The loading export has one row per machine:

Column Example value What it holds
Job JOB-2231 The job ticket scanned first
Machine DH-0457 The asset tag of a machine loaded for that job
Timestamp 2026-03-14 07:15 When the machine was scanned

The returns export has Barcode and Timestamp: one row per machine back at the yard.

Fits well if…

  • You rent out tagged machines and send them to changing job sites.
  • Your job tickets or delivery notes can carry a barcode.
  • You keep your fleet list in a spreadsheet or can import CSV files into your rental software.
  • Your technicians already carry iPhones or Android phones.

Tag a Few Machines and Try It

Print asset tags for part of your fleet, scan one loading and one return, and look at the exports. The free trial includes every feature.

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