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Fitness Equipment Rental
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Fitness Equipment Rental · Available now

Keep each rental connected from request to return.

A rental starts with a customer, a selected equipment unit, pickup and return dates, a participant count and a daily rate. The Front Desk Agent captures the request; the Property Manager reviews capacity and the booking interval before the request becomes confirmed.

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  • Manual work is free
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OverviewRequested Rentals
Fitness Equipment Rental · Bookings

Requested Rentals

confirmed waits for the property manager

New booking
Bookings in view
6
Total participant count
114
Requested
6
Reservation numberCustomerEquipmentPickup dateReturn dateParticipant count
BKN-74787Jonas BergAdjustable bench, black20 Oct29 Oct32
BKN-53954Sofia IyerElliptical trainer, compact28 Oct02 Nov16
BKN-37231Laila ChenIndoor cycle, size L01 Nov06 Nov6
BKN-24266Mateo HaddadUpright exercise bike, size M11 Oct14 Oct19
BKN-41185Mateo HaddadKettlebell set, 12-24 kg27 Oct04 Nov19
6 of 6 records
Jonas BergBookings · BKN-74787
Requested
EquipmentAdjustable bench, black
Pickup date20 Oct
Return date29 Oct
Participant count32
Availability reviewBKN-74787 · Jonas Berg

Property Manager approves an eligible requested booking.

Waiting for Property Manager
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
13
Roles with set permissions
5
Reports and dashboards
8
Features

A clear rental desk

Every feature works on the same records. Pick one to see the screen your team works in.

Rental intake

Turn a customer request into a dated equipment reservation.

  • Capture
  • Check
  • Decide
  • Bookings
  • Customers
  • Equipment
  • Rate plans
Explore rental intake
OverviewAvailable Equipment
Fitness Equipment Rental · Rental intake

Available Equipment

Rented waits for the front desk agent

New
Unit codeUnit numberEquipment typeCapacityStatus
BIKE-021EQP-73507Upright bike560Available
TREAD-014EQP-35256Folding treadmill590Available
ROW-009EQP-85855Rowing machine480Available
BENCH-027EQP-78855Adjustable bench350Available
CYCLE-018EQP-11337Indoor cycle20Available
6 of 6 records
BIKE-021Equipment · EQP-73507
Available
Equipment typeUpright bike
Capacity560
Example screen with sample data
Process

From request to ready

Request to available equipment ships ready to use. 3 steps need a named approval before the work moves on: Availability review (Property Manager), Account review (Finance Officer) and Return inspection (Operations Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Request

    Capture the customer, unit, pickup and return dates.

    Jonas BergBKN-74787 · Front Desk Agent
    RequestBy Front Desk Agent

  2. Availability review

    Property Manager checks interval and capacity before confirmation.

    Jonas BergBKN-74787 · Property Manager
    Availability reviewBy Property Manager
    ApprovalProperty Manager approves an eligible requested booking.

  3. Pickup

    Record collection and mark the unit Rented.

    Jonas BergBKN-74787 · Front Desk Agent
    PickupBy Front Desk Agent

  4. Account review

    Finance Officer compares posted charges with confirmed receipts.

    Jonas BergBKN-74787 · Finance Officer
    Account reviewBy Finance Officer
    ApprovalFinance Officer acknowledges a reconciled or outstanding rental account.

  5. Return inspection

    Operations Reviewer examines the returned unit before release.

    Jonas BergBKN-74787 · Operations Reviewer
    Return inspectionBy Operations Reviewer
    ApprovalOperations Reviewer decides whether the equipment inspection passed.

  6. Ready for next rental

    Property Manager releases cleared equipment as Available.

    Jonas BergBKN-74787 · Property Manager
    Ready for next rentalBy Property Manager

Start with Confirm a rental

Inside a record

Keep confirmations connected

Open any booking to see its add on bookings, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Equipment, Pickup date, Return date and Participant count.

  2. 2
    Add on bookings

    Each line is linked to this booking.

  3. 3
    Who works on it

    Property Manager, Finance Officer and Front Desk Agent, each with their own permissions.

  4. 4
    Process stages

    Request and Rate agreement, with the role that acts.

  5. 5
    Approvals

    Availability review and Account review, with who decides.

Requested RentalsJonas Berg
Fitness Equipment Rental · Bookings

Jonas Berg

Adjustable bench, black · Requested

Log activity
1
Record details
EquipmentAdjustable bench, black
Pickup date20 Oct
Return date29 Oct
Participant count32
2
Add on bookings

Jonas Berg

Booking numberBookingAdd on type
AOB-10880Rowing machine rental, Oct 20-27Training
AOB-50453Adjustable bench rental, Oct 21-28Recovery
AOB-94044Compact treadmill rental, Oct 18-25Training
Add on bookings
6
Total participant count
112
3

Who works on it

  • Property ManagerManage add on bookings, Bookings, Customers, Equipment…
  • Finance OfficerManage add on charges, Payments, rental charges
  • Front Desk AgentManage add on bookings, maintenance tasks
4

Process stages

  • RequestFront Desk Agent
  • Rate agreementProperty Manager
5

Approvals

  • Availability reviewProperty Manager
    Approved
  • Account reviewFinance Officer
    Waiting
Example screen with sample data
Approvals

Decisions with an owner

Operations Reviewer can examine source records before a controlled decision is accepted.

OverviewApprovals
Fitness Equipment Rental · Overview

Approvals

Signed in as Property Manager

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • BKN-74787Jonas Berg
    Adjustable bench, blackRequested by Property Manager
    Requested2dActions
  • BKN-53954Sofia Iyer
    Elliptical trainer, compactRequested by Property Manager
    Requested4dActions
  • BKN-37231Laila Chen
    Indoor cycle, size LRequested by Property Manager
    Requested3dActions
  • BKN-24266Mateo Haddad
    Upright exercise bike, size MRequested by Property Manager
    Requested4dActions

Who approves what

DecisionApprover
Availability reviewProperty Manager checks interval and capacity before confirmation.Property Manager
Account reviewFinance Officer compares posted charges with confirmed receipts.Finance Officer
Return inspectionOperations Reviewer examines the returned unit before release.Operations Reviewer
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens Fitness Equipment Rental to the work that is theirs. Pick a role to see what it starts with.

Property Manager

Owns stays and service setup, planning and assigned operational work.

This is the first screen this role sees.

OverviewActive Rentals

Active Rentals

Bookings · Property Manager

Confirmed3
Eva NovakUpright exercise bike, size M
11 Oct
Mateo HaddadUpright exercise bike, size M
21 Oct
Mateo HaddadRowing machine, standard
23 Oct
Add
Picked Up3
Mina AlvarezKettlebell set, 12-24 kg
15 Oct
Mateo HaddadRowing machine, standard
19 Oct
Sofia IyerElliptical trainer, compact
28 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Answers from rental records

Review rental volume, unit readiness, charges and service work.

Overview
Fitness Equipment Rental · Overview

Fitness Equipment Rental dashboard

This quarter

Maintenance tasks in view
6
Cleaning
2
Maintenance
2
Customer Service
2

Bookings by status

How far records got this quarter

StageReachedStep
Requested41
Confirmed717%
Picked Up343%
Returned133%

Participant count by status

Sample totals per stage

2.0k0
-4000Requested
-6000Confirmed
2.0kPicked Up
-3000Returned
-1000Cancelled
Example screen with sample data
  1. 01Bookings by lifecycle

    Compare requested, confirmed, picked up, returned and cancelled bookings by pickup date.

  2. 02Equipment availability

    Show units by equipment type, capacity and current status.

  3. 03Rental interval register

    Review pickup and return dates for each equipment unit and customer.

  4. 04Charges by booking

    Group posted rental and add-on charge amounts beneath their bookings.

  5. 05Payment receipts

    Review confirmed and refunded amounts by received date and booking.

  6. 06Service workload

    Compare open, assigned, in-progress and completed tasks by assignee and due date.

  7. 07Rate plan coverage

    Review effective start and end dates, daily rates and minimum days by equipment type.

  8. 08Add-on activity

    Compare training and recovery booking dates and participant counts.

All reports and dashboards

Who it's for

Fit your rental operation

See how Fitness Equipment Rental fits your kind of team.

Fitness studios

Manage rentable training equipment and attached sessions.

Recovery centers

Keep equipment rentals and recovery add-ons connected.

Equipment rental teams

Coordinate requested units, pickup, return and maintenance work.

Controls

Review each handoff

Each stage of request to available equipment names the role that acts and the status it records, so a change is never anonymous.

OverviewRequest to available equipment
Fitness Equipment Rental · Process

Request to available equipment

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
3
Roles involved
4
Tables touched
8
Availability reviewApproval
Property Manager
StatusRequested → Confirmed
RecordsEquipment
Pickup
Front Desk Agent
StatusConfirmed → Picked Up
RecordsEquipment, Bookings
Service follow-up
Property Manager
StatusOpen → Assigned → in progress → Completed
RecordsMaintenance tasks, Equipment, Bookings
Request to available equipment
  1. Start
    Availability reviewRequested → Confirmed
    Equipment
  2. Step
    PickupConfirmed → Picked Up
    Equipment
  3. Step
    Service follow-upOpen → Assigned → in progress → Completed
    Maintenance tasks
  4. Step
    Charge reviewDraft → Posted
    Add on charges
  5. Step
    Receipt checkPending → Confirmed
    Payments
Example screen with sample data

See each stage in detail

AI agent

Ask Proto to prepare the work

Ask Proto to help configure and inspect the rental operation.

It can

  • Front Desk Agent: Prepare a requested booking with customer, unit and pickup and return dates for review.
  • Property Manager: Show conflicting rental intervals and units currently in Cleaning or Maintenance.
  • Finance Officer: Gather posted charges and confirmed receipts for a selected booking.
  • Operations Reviewer: Present linked booking, account and inspection evidence for a decision.

Stays with a person

  • Proto can prepare records and checks, but the named team member makes the availability, financial and inspection decisions.
  • Payment confirmation comes from the provider.
  • An assistant response does not replace the current booking or equipment state in the app.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • Fitness Equipment Rental
  • Payment provider
  • Accounting system
  • Delivery operation
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Rental intake4
  • Equipment and rates4
  • Pickup and return5
  • Charges and payments4
  • Add-on services4
  • Maintenance work5
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Set up people and units

    Add users, team members, customers and equipment with agreed codes, types and capacities.

  2. Set rates and access

    Enter dated rate plans and test the desk, manager, finance and reviewer permissions.

  3. Rehearse a rental

    Create a request, review availability, record pickup, post a charge and reconcile a confirmed payment.

  4. Check return readiness

    Record return, assign service work, inspect the unit and release it for the next rental.

  5. Review add-ons

    Attach training or recovery to a booking and verify its separate charge path.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for Fitness Equipment Rental.

All questions
How do I get started?

Click Get started, then use Proto to configure Fitness Equipment Rental for your business. Begin with a few real units, customers and current rate plans, then rehearse one request through pickup and return.

How is availability checked?

Review the selected unit's status and its confirmed or picked-up bookings over the requested pickup-to-return interval. The Property Manager confirms an eligible request.

Can a booking include a training session?

Yes. Add a Training or Recovery booking to the rental, with its own start date and participant count. A service charge is reviewed separately.

Who records the daily rate?

The Property Manager checks the dated rate plan for the equipment type and records the agreed daily rate on the booking.

What happens at pickup?

The desk checks the Confirmed booking and unit, records the handoff, and the rental moves to Picked Up while the unit moves to Rented.

Does return confirm a payment?

No. Finance Officer uses provider confirmation to move a payment from Pending to Confirmed. Return records the physical unit and account review separately.

When can returned equipment be rented again?

After cleaning, required maintenance and a passing inspection, the Property Manager releases the unit to Available.

How are mistaken charges handled?

Finance Officer corrects a draft before posting or marks an incorrect posted line Voided, keeping the account history visible.

Who can see service work?

Property Manager and Front Desk Agent work with maintenance tasks; Operations Reviewer examines the linked evidence. The task identifies its assigned team member.

Set up Fitness Equipment Rental your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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