Pickup and return

Pickup begins from a Confirmed booking. The Front Desk Agent checks the customer, unit and planned pickup date before recording the handoff. The booking becomes Picked Up and the equipment becomes Rented. The team can then distinguish a confirmed future reservation from equipment that is physically out with a customer. Rental charges and service tasks created around the pickup remain attached to the same booking.

At return, the account and physical unit both need attention. Finance Officer reviews posted charges against confirmed payments or records the acknowledged outstanding account. The equipment is then recorded as returned and moved to Cleaning. An inspection determines whether the unit can be made Available again or needs maintenance work. Returning a booking does not confirm a pending payment.

• Collect. Open the confirmed booking, verify the linked unit and customer, and record the pickup against that same booking.
• Settle. Review the linked charges and payment states before treating the rental account as ready for return.
• Inspect. Move the unit through cleaning and any maintenance task, then release it for a new rental after inspection passes.

Define who may record pickup and who checks the rental account at return. The handoff should be recorded once, even if the desk retries after a slow response. Agree how the team records an outstanding amount and who accepts that exception. The equipment inspection should have a responsible reviewer and a documented result. If a unit needs repair, keep it out of the Available queue until the task is completed and the Property Manager releases it.

The planned return date is not proof of actual return. The desk should reconcile the physical unit and the booking state before telling another customer that the unit can be collected. Payment confirmation must come from the payment provider or another agreed source of funds, not from the act of returning equipment.

A customer arrives for a confirmed unit. The desk checks the booking and hands over the identified unit. The booking moves to Picked Up; the unit becomes Rented. A draft rental charge and an open service task remain linked to the rental. When the unit comes back, Finance Officer compares the posted charge with the confirmed receipt. The desk records return and moves the unit to Cleaning. An inspection finds a service issue, so the Property Manager keeps the unit out of circulation and assigns maintenance work. Once the task is complete and inspection passes, the unit becomes Available again.

This sequence makes a later question answerable: who rented the unit, what was charged, whether payment was confirmed and why the unit was unavailable after return.

• Pickup Schedule — Confirmed and picked-up bookings with their customer, unit and dates.
• Equipment Service Queue — Returned units in Cleaning or Maintenance awaiting release.

See pickup and return and account review.