Overview #
Before confirming an asset allocation, check whether the asset is available and suitable for the entire rental period.
Availability involves more than checking whether the asset is currently at your location. You must also consider future rentals, maintenance, inspections, transport, preparation time, operational condition and approved extensions.
If AssetIQ identifies a conflict, investigate and resolve it before confirming or dispatching the asset.
Important: Do not ignore or override an availability warning without understanding the conflicting commitment and obtaining the required authority.
What does available mean? #
An asset is available for rental when it:
- Is not allocated to another conflicting rental
- Is expected to be at the required location
- Is operational and permitted for use
- Is not undergoing maintenance or repair
- Has no unresolved restriction preventing release
- Has completed required inspections
- Has valid certification for the rental period
- Can be prepared and transported in time
- Has the required components and accessories
- Can remain in use until the planned return date
An asset appearing as Active in the asset register does not necessarily mean that it is available for rental.
Before you begin #
Before checking availability, confirm:
- The correct rental job is open
- Planned start and return dates are complete
- Asset-level dates are correct, where used
- The required assets have been added
- Required components and accessories are known
- Delivery and collection requirements are understood
- You have permission to view scheduling information
Availability results are only reliable when the rental dates are accurate.
Open the allocated assets #
- Sign in to AssetIQ.
- Open Rental Management or Rental Jobs.
- Find and open the required rental job.
- Review the recipient, location and rental period.
- Open the rental-assets section.
- Select an allocated or proposed asset.
- Open its availability, schedule or related-records view.
Depending on your configuration, AssetIQ may display availability directly during asset selection.
Run the availability check #
Where AssetIQ provides an availability action:
- Confirm the planned rental dates.
- Select Check Availability, View Schedule or the corresponding action.
- Review the result.
- Open any warning or conflicting record.
- Confirm the exact dates and type of conflict.
- Repeat the check for every allocated asset and controlled accessory.
Do not check only the main asset when separately managed components are also required.
Review the asset calendar or schedule #
Where a calendar or resource-planning view is available, review the complete period around the proposed rental.
Look for:
- Confirmed rentals
- Draft or pending reservations
- Approved rental extensions
- Maintenance orders
- Work orders
- Inspections
- Internal allocations
- Transport commitments
- Preparation periods
- Existing operational restrictions
Include time before and after the rental for preparation, delivery, return inspection and servicing.
Understand date overlaps #
A conflict exists when another commitment occupies any part of the proposed rental or preparation period.
For example:
| Existing commitment | Proposed rental | Conflict |
|---|---|---|
| 1–10 September | 8–15 September | Yes |
| 1–10 September | 10–15 September | Possibly—the asset may not be returned and prepared in time |
| 1–10 September | 12–15 September | Depends on transport, inspection and turnaround time |
| 1–10 September | 20–25 September | No direct date overlap |
Do not assume that an asset is immediately available at the end of another rental. Allow sufficient turnaround time.
Consider preparation and turnaround time #
The asset may require time for:
- Return transport
- Unloading
- Cleaning
- Return inspection
- Damage assessment
- Maintenance
- Refueling or charging
- Certification review
- Reconfiguration
- Loading and delivery to the next site
For example, an asset returning on 10 September may not be suitable for dispatch to another site on the same day.
Include realistic preparation time in the availability decision.
Review existing rentals #
When another rental appears:
- Open the conflicting rental.
- Confirm whether it is draft, confirmed, active or overdue.
- Review its allocated asset.
- Check its planned and actual dates.
- Review any approved extension.
- Confirm the expected return location.
- Determine whether sufficient turnaround time exists.
- Contact the rental coordinator if clarification is required.
Do not remove an asset from another confirmed rental without authorisation.
Review pending and draft reservations #
A draft or pending job may still represent a genuine future requirement.
Before disregarding it, confirm:
- Whether the request is still active
- Whether it has been approved
- How allocation priority is determined
- Whether another asset can meet either requirement
- Who has authority to release the provisional reservation
Do not treat every draft as irrelevant or every provisional allocation as final. Follow your organisation’s prioritisation process.
Review overdue rentals #
An asset on an overdue rental should not be assumed to be returning immediately.
Before allocating it:
- Contact the current rental coordinator.
- Confirm the asset’s physical location.
- Obtain a realistic return date.
- Check its condition.
- Allow time for return inspection.
- Review future maintenance requirements.
- Record any approved extension.
- Recheck availability.
Avoid planning a new rental based only on the original return date when the asset remains outstanding.
Review maintenance and work orders #
An asset may be unavailable because of:
- Planned preventive maintenance
- Corrective maintenance
- An open work order
- A repair awaiting parts
- Safety testing
- Calibration
- Cleaning or preparation
- Post-rental repair
- Another technical restriction
Review:
- Work-order status
- Planned maintenance dates
- Expected completion date
- Parts availability
- Required testing
- Return-to-service approval
Do not move or cancel maintenance solely to satisfy a rental request without the appropriate technical and operational approval.
Check maintenance due during the rental #
An asset may be available at the start but become due for maintenance before the planned return date.
Consider:
- Calendar-based maintenance
- Operating-hour thresholds
- Distance-based servicing
- Inspection expiry
- Certification expiry
- Manufacturer requirements
- Legal or regulatory checks
Possible resolutions include:
- Complete maintenance before dispatch
- Select another asset
- Shorten the rental period
- Arrange approved maintenance during the rental
- Reject the allocation
Do not allocate an asset for a period that would cause mandatory maintenance or certification to be missed without formal approval and an authorised plan.
Review inspections and certifications #
Check whether the asset requires:
- Pre-dispatch inspection
- Periodic safety inspection
- Specialist certification
- Calibration
- Registration renewal
- Compliance documentation
- Return inspection from a previous rental
Confirm that required inspections and certifications remain valid for the entire rental period.
An expired or failed inspection should be resolved before dispatch.
Review faults and operational restrictions #
Check for:
- Open fault reports
- Failed inspections
- Safety-critical findings
- Use restrictions
- Isolation or lockout
- Damage awaiting assessment
- Missing safety equipment
- Incomplete corrective actions
Do not allocate or dispatch an asset with an unresolved restriction unless an authorised decision explicitly permits its limited use.
Check asset location #
An asset may be available by date but located too far away to meet the requirement.
Confirm:
- Current physical location
- Expected return location
- Dispatch location
- Rental destination
- Transport time
- Loading arrangements
- Site-access requirements
- Cross-border or regional movement requirements
Include the transfer and preparation time when assessing availability.
Check components and accessories #
A main asset may be available while a required accessory is not.
Check separately managed items such as:
- Attachments
- Lifting gear
- Jibs
- Fork extensions
- Batteries
- Chargers
- Cables
- Remote controls
- Keys
- Safety equipment
The rental requirement is not fully available until all essential items can be supplied.
Understand availability indicators #
AssetIQ may display indicators such as:
- Available
- Provisionally Available
- Reserved
- Allocated
- Unavailable
- Conflict
- Under Maintenance
- Out of Service
- Inspection Required
- Unknown
Use the exact indicators shown in your environment.
An Available indicator may reflect only system-recorded commitments. Confirm operational information that has not yet been entered in AssetIQ.
Warning versus blocking conflict #
A conflict may appear as:
- Warning: AssetIQ allows you to continue but requires review.
- Blocking conflict: AssetIQ prevents allocation or confirmation.
- Informational notice: AssetIQ highlights a related commitment that may not prevent use.
A warning is not approval to proceed. Investigate it and record the authorised decision.
If a blocking conflict appears, resolve the underlying condition rather than attempting to bypass the control.
Resolve a conflict by changing dates #
If the rental period is flexible:
- Confirm acceptable alternative dates with the recipient.
- Review the existing commitment.
- Enter the revised rental dates.
- Recheck availability.
- Confirm transport and preparation time.
- Update related operational or commercial documents.
- Notify affected users.
Changing the rental dates may affect every allocated asset. Recheck the complete job.
Resolve a conflict by selecting another asset #
If another suitable asset is available:
- Review the original equipment requirement.
- Search for an alternative.
- Confirm capacity and compatibility.
- Review its condition and location.
- Check its complete schedule.
- Confirm required components.
- Release the original allocation.
- Allocate the replacement.
- Update notes and stakeholders.
Do not choose an unsuitable substitute merely because it has no calendar conflict.
Resolve a conflict by changing another allocation #
Changing an existing reservation may be appropriate when:
- The other requirement is no longer valid
- The other job has been cancelled
- Its dates have officially changed
- Another suitable asset has been assigned to it
- An authorized manager has prioritized the work
Before changing it:
- Consult the responsible coordinator.
- Confirm the authorized decision.
- Update the existing job accurately.
- Preserve the change history.
- Notify affected users.
- Recheck both rental jobs.
Never silently remove an asset from another job.
Resolve a conflict involving maintenance #
If rental and maintenance dates overlap:
- Consult the maintenance owner.
- Confirm whether the work is mandatory.
- Review asset condition and risk.
- Determine whether maintenance can safely occur earlier.
- Consider another asset.
- Record the approved decision.
- Update both schedules.
- Recheck availability.
Commercial urgency should not override mandatory safety or maintenance requirements.
Request an authorized exception #
Some organizations may permit an authorized exception for specific non-safety conflicts.
Before requesting an exception:
- Identify the exact conflict
- Confirm the operational impact
- Assess the risk
- Consider alternatives
- Obtain the required approval
- Record the decision and conditions
- Notify affected users
- Continue monitoring the asset
Do not use an exception to bypass a safety restriction, failed inspection, expired certification or mandatory maintenance without appropriate competent authority.
Record the resolution #
Document:
- The original conflict
- The affected rental or activity
- The decision
- Who authorized it
- Revised dates or asset
- Operational conditions
- Required follow-up
- Date of the decision
Clear documentation helps explain why the asset was considered available.
Recheck availability #
Run the availability check again after:
- Changing rental dates
- Replacing an asset
- Recording an extension
- Updating another rental
- Rescheduling maintenance
- Adding accessories
- Changing the destination
- Reopening a rental job
- Resolving a fault or restriction
Do not rely on a previous availability result after relevant information changes.
Confirm the allocation #
When all conflicts have been resolved:
- Review the final rental dates.
- Confirm each asset and accessory.
- Check the availability result.
- Review condition and maintenance information.
- Confirm the location and turnaround time.
- Select Confirm Allocation, Reserve, Schedule or the corresponding action.
- Check the resulting status.
- Record any approved conditions.
Confirmation does not authorize dispatch unless the required preparation and approval steps are also complete.
Common issues #
AssetIQ shows available, but operations says the asset is committed #
The operational commitment may not have been entered. Investigate, update AssetIQ and resolve the competing requirement before confirmation.
An asset remains unavailable after another job was cancelled #
Confirm that the previous allocation was released and the cancellation saved. Refresh or repeat the availability check.
The calendar shows no overlap, but allocation is blocked #
Check preparation buffers, maintenance, inspection restrictions, asset status and separately allocated components.
Maintenance falls within the rental period #
Consult the maintenance owner. Complete the work before dispatch, change the dates, arrange an approved service plan or select another asset.
The asset returns on the same day as the next dispatch #
Allow time for transport, inspection, preparation and repair. Select another asset or adjust the dates if sufficient turnaround cannot be guaranteed.
The rental was extended and now conflicts with another job #
Review both commitments immediately. Select an alternative asset, revise dates or escalate prioritisation through the authorised process.
A required accessory is unavailable #
Treat the equipment requirement as incomplete. Select another accessory, change the configuration or revise the rental plan.
The availability result looks outdated #
Confirm recent rentals, extensions, returns and maintenance updates. Refresh or rerun the check.
Recommended practices #
When checking availability:
- Use accurate rental dates
- Check the full period, including preparation and transport
- Review confirmed and provisional commitments
- Investigate overdue rentals
- Check maintenance and inspections
- Confirm certification validity
- Review open faults and restrictions
- Check the current and expected location
- Verify required components and accessories
- Investigate every warning
- Resolve conflicts through authorized changes
- Record exception decisions
- Recheck after any relevant update
- Confirm allocation only after conflicts are addressed
Next steps #
After confirming availability:
- Dispatch Assets and Start a Rental
- Extend or Update an Active Rental
- Return Assets and Record Their Condition
For related guidance, see:
