---
title: Add and Allocate Assets to a Rental Job
description: "## Overview After creating a rental job, add the assets required for the rental and allocate suitable individual asset records. Asset allocation connects each selected asset to the rental job for its planned rental period. Before confirming an allocation, verify…"
url: "https://help.assetiq.sg/docs/add-and-allocate-assets-to-a-rental-job/"
updated: "2026-09-01"
category: Rental Management
---

# Add and Allocate Assets to a Rental Job

## Overview

After creating a rental job, add the assets required for the rental and allocate suitable individual asset records.

Asset allocation connects each selected asset to the rental job for its planned rental period. Before confirming an allocation, verify that the asset meets the job requirement and has no condition, availability or maintenance restriction preventing its use.

> **Important:** Finding an asset in the selection list does not necessarily mean that it is suitable or available. Review the asset and its commitments before confirming the allocation.

## Before you begin

Before adding assets, confirm that:

- The correct rental job has been created
- The recipient and rental location are correct
- The planned start and return dates are complete
- The asset requirements are understood
- Required categories, capacities or specifications are known
- Required components and accessories have been identified
- You have permission to add or allocate assets
- The rental has not already been dispatched or completed

Review the rental dates before selecting assets because availability depends on the requested period.

## Open the rental job

1. Sign in to AssetIQ.
2. From the sidebar, open **Rental Management** or **Rental Jobs**.
3. Find the required rental job.
4. Open the rental record.
5. Confirm the rental-job reference, recipient, location and dates.
6. Open the **Assets**, **Rental Assets**, **Equipment** or corresponding section.

Do not add assets until you have confirmed that you opened the correct rental job.

## Review the asset requirements

Before searching the asset register, review what the rental requires.

Requirements may include:

- Asset category
- Equipment type
- Quantity
- Capacity
- Make or model
- Physical dimensions
- Fuel or power type
- Required certification
- Operating environment
- Location
- Components or attachments
- Safety equipment
- Customer or project requirements
- Transport limitations

Use these requirements to identify suitable assets rather than selecting the first available record.

## Add an asset

To begin adding an asset:

1. Open the rental job’s asset section.
2. Select **Add Asset**, **Allocate Asset**, **Select Equipment** or the corresponding action.
3. Use search or filters to locate suitable assets.
4. Review the available results.
5. Select an asset.
6. Review its details before confirming.
7. Add or allocate it to the rental job.

Depending on the current AssetIQ configuration, the asset may initially be added as a proposed item rather than a confirmed allocation.

## Search for suitable assets

You may be able to search or filter using:

- Asset number
- Asset description
- Category
- Asset type
- Make and model
- Serial number
- Capacity
- Current location
- Business unit
- Operational status
- Availability
- Certification
- Another configured attribute

Use several criteria when many similar assets exist.

For example, filtering by **Forklift**, **10-tonne capacity**, **Melbourne location** and **Active status** is more reliable than searching only for “forklift.”

## Verify the asset identity

Before adding an asset, confirm its identity using details such as:

- Asset number
- Asset description
- Serial number
- Registration number
- Make and model
- Category
- Capacity
- Current location
- Business unit
- QR code or other unique identifier

Assets may have similar names or descriptions. Use a unique identifier to avoid allocating the wrong record.

## Confirm suitability

An asset may be available but unsuitable for the intended work.

Review whether it:

- Meets the required capacity
- Is suitable for the operating environment
- Has the required configuration
- Can be transported to the site
- Has the required attachments
- Meets customer or project requirements
- Has valid certification where applicable
- Can be operated by the intended users
- Is permitted at the destination
- Is compatible with related equipment

Do not substitute a lower-capacity or otherwise unsuitable asset without authorised technical and operational approval.

## Review the asset’s condition

Before allocating an asset, check whether it is:

- Operational
- Safe and fit for the intended use
- Free from unresolved critical faults
- Not under repair
- Not awaiting mandatory inspection
- Not restricted from use
- Not retired or disposed of
- Not awaiting an approval that prevents release

Review recent information where available, including:

- Inspection results
- Open faults
- Work orders
- Maintenance due dates
- Operational restrictions
- Recent condition notes
- Certification expiry dates

An asset should not be allocated solely because its master record is active.

## Review preliminary availability

Check whether the asset appears to be available for the planned rental period.

Potential conflicts include:

- Another confirmed rental
- An existing reservation
- Scheduled maintenance
- Planned inspection
- Internal project allocation
- Transport commitments
- An approved rental extension
- Insufficient preparation time
- A location conflict

Perform a complete availability review before confirming the allocation.

See [Check Asset Availability and Resolve Conflicts](https://help.assetiq.sg/docs/check-asset-availability-and-resolve-conflicts/).

## Add multiple assets

If the rental requires several assets:

1. Add each asset individually or use multi-select where available.
2. Verify every asset’s identity.
3. Confirm that each one meets the requirement.
4. Review availability for the complete rental period.
5. Confirm the required quantity.
6. Review the final asset list.

Do not assume that all assets returned by one search have the same capacity, condition or availability.

## Requirements before individual assets are known

Some rentals may be created before specific asset numbers are selected.

Where AssetIQ supports requirement lines, you may initially record information such as:

- Two 10-tonne forklifts
- One mobile crane with 100-tonne capacity
- Four lifting-beam assemblies
- Three generators with minimum specified output

The requirement describes what is needed. Allocation identifies the specific assets that will fulfil it.

Update the requirement line as assets are allocated so users can see:

- Required quantity
- Allocated quantity
- Outstanding quantity

Do not mark the requirement as fulfilled until sufficient suitable assets have been allocated.

## Add components, attachments and accessories

Some rental assets require associated items, such as:

- Lifting attachments
- Jibs
- Fork extensions
- Buckets
- Batteries
- Chargers
- Cables
- Remote controls
- Safety equipment
- Tools
- Keys
- Manuals
- Spare components

For each included item:

1. Confirm whether it has its own AssetIQ record.
2. Add it separately where required.
3. Link it to the main asset or rental line where possible.
4. Record the required quantity.
5. Confirm its condition and availability.
6. Include it in dispatch and return checks.

Do not rely only on a free-text note if the accessory is individually controlled in AssetIQ.

## Parent assets and components

Where an asset has a parent-component relationship, review whether its components:

- Are permanently installed
- Can be rented separately
- Have independent serial or asset numbers
- Require separate availability checks
- Require separate inspections
- Must be returned individually

Avoid separating a controlled component from its parent asset without following the appropriate process.

## Record quantities

Some items may be managed by quantity rather than by individual asset number.

If quantity fields are available:

- Enter the required quantity
- Enter the allocated quantity
- Confirm the unit of measure
- Review stock or availability
- Record issued quantities at dispatch
- Record returned quantities
- Document missing or damaged quantities

Do not use a quantity of one to represent a group of separately controlled assets.

## Enter rental-line details

Depending on your configuration, each allocated asset may include fields such as:

- Asset
- Planned dispatch date
- Planned return date
- Rental quantity
- Rental rate or commercial reference
- Delivery location
- Responsible user
- Asset requirement
- Included accessories
- Preparation instructions
- Allocation status
- Notes

Review each line carefully. Asset-level dates may differ from the overall rental dates when dispatch or return occurs in stages.

## Confirm asset-level dates

If asset-level dates are available, confirm when each item is required.

For example:

| Asset | Planned dispatch | Planned return |
| --- | --- | --- |
| Crane CRN-0042 | 8 September | 30 September |
| Generator GEN-006 | 10 September | 25 September |
| Lifting beam LFT-018 | 8 September | 30 September |

Accurate asset-level dates improve availability checks and support partial dispatch and return.

## Add allocation notes

Use notes to record information specific to the selected asset, such as:

- Required attachment configuration
- Known acceptable cosmetic damage
- Inspection required before dispatch
- Certificate to be included
- Transport restrictions
- Planned substitution
- Customer-specific setup
- Special preparation requirement

Do not use notes to bypass an unavailable or unsuitable asset status.

## Confirm the allocation

After selecting and reviewing the asset:

1. Select **Add**, **Allocate**, **Reserve** or the corresponding action.
2. Confirm the planned dates.
3. Review any availability warning.
4. Confirm the asset is added to the job.
5. Check its allocation status.
6. Repeat the process for other required assets.

A warning should be investigated before continuing.

Do not ignore a conflict solely because AssetIQ allows the record to be saved.

## Review the allocated asset list

After adding all proposed assets, confirm:

- The correct assets are listed
- Each asset meets the requirement
- Required quantities are fulfilled
- Planned dates are correct
- Components and accessories are included
- No duplicates exist
- No unresolved availability warning remains
- Asset condition and restrictions were reviewed
- Outstanding requirements are visible
- Notes are clear

The asset list should accurately describe what is expected to be prepared, dispatched and returned.

## Replace a proposed asset

If an asset becomes unsuitable before dispatch:

1. Open the rental job.
2. Locate the proposed asset.
3. Confirm that it has not been dispatched.
4. Record the reason for the change where required.
5. Remove or release the allocation.
6. Search for a suitable replacement.
7. Check the replacement’s availability and condition.
8. Add the replacement.
9. Review components and accessories.
10. Notify affected users.

Preserve the change history where AssetIQ supports it.

## Remove an allocated asset

Remove an asset only when:

- It was added accidentally
- The requirement has changed
- The asset is unavailable
- It no longer meets the requirement
- A replacement has been approved
- The rental has been cancelled

Before removing it:

- Confirm that it has not been dispatched
- Check whether related accessories are linked
- Record the reason
- Release any reservation
- Review the remaining quantity
- Confirm whether another asset is required

Do not remove a dispatched asset to conceal its rental history. Process its return or substitution through the appropriate workflow.

## Handle asset substitution after dispatch

If an asset must be replaced during an active rental:

1. Record the fault, damage or reason for substitution.
2. Confirm whether the original asset can be safely used or transported.
3. Arrange its return through the rental workflow.
4. Select a suitable replacement.
5. Check the replacement’s availability.
6. Add it to the rental job.
7. Complete required preparation and inspection.
8. Record its actual dispatch.
9. Preserve the rental history of both assets.

Do not overwrite the original asset with the replacement in a way that removes the earlier dispatch and use record.

## Save the allocation

After reviewing the asset list:

1. Select **Save**, **Update** or the corresponding action.
2. Confirm that the allocations were saved.
3. Reopen the asset section if necessary.
4. Verify the final list.
5. Review the rental-job status.
6. Confirm any remaining warnings or requirements.

Saving the allocation does not necessarily confirm the rental or authorise dispatch.

## Confirm or reserve allocated assets

Depending on your workflow, a separate action may be required to reserve or confirm the selected assets.

Before confirming:

- Check all rental dates
- Complete the availability review
- Resolve conflicts
- Confirm asset suitability
- Verify required approvals
- Review maintenance and inspection requirements
- Confirm components and accessories

Then select **Confirm Allocation**, **Reserve**, **Schedule** or the corresponding action.

Check that the allocation status changes as expected.

## Common issues

### The required asset is not visible

Confirm:

- You are using the correct organisation
- The asset is active
- You have access to its business unit or location
- The search criteria are not too restrictive
- The asset category is correct
- The record has not been archived

### The asset appears but cannot be selected

The asset may:

- Already be allocated
- Be under maintenance
- Be restricted from rental
- Be inactive
- Belong to another organisation
- Have an incompatible status
- Conflict with the rental dates

Review the warning or contact your administrator.

### An availability warning appears

Do not ignore it. Review the existing rental, maintenance, reservation or scheduling commitment and resolve the conflict.

### The required accessory is missing

Check whether it is recorded as:

- A separate asset
- A component
- A stock-controlled item
- Part of another equipment assembly
- Inactive or unavailable

Do not dispatch the main asset without a required accessory unless an authorised alternative has been agreed.

### The asset was added twice

Remove the accidental duplicate before confirmation. Verify whether separate lines were intended for different rental periods or quantities.

### The allocation disappears after saving

Check whether a required field, date or confirmation action was missed. Review validation messages and repeat the allocation if necessary.

### The rental dates changed

Recheck every allocated asset. A previously valid allocation may now conflict with another rental or maintenance activity.

### The wrong asset was allocated

Correct the allocation before dispatch. If the asset has already left your control, follow the authorised return or substitution process.

## Recommended practices

When allocating rental assets:

- Review the rental requirement before searching
- Identify assets using unique numbers
- Confirm capacity and technical suitability
- Review operational condition
- Check inspections, faults and maintenance
- Confirm availability for the complete period
- Add controlled components separately
- Record asset-level dates where needed
- Avoid duplicate allocations
- Investigate every warning
- Preserve substitution history
- Recheck availability after date changes
- Review the entire asset list before confirmation
- Do not treat allocation as dispatch

## Next steps

After adding the required assets, continue with:

- [Check Asset Availability and Resolve Conflicts](https://help.assetiq.sg/docs/check-asset-availability-and-resolve-conflicts/)
- [Dispatch Assets and Start a Rental](https://help.assetiq.sg/docs/dispatch-assets-and-start-a-rental/)
- [Extend or Update an Active Rental](https://help.assetiq.sg/docs/extend-or-update-an-active-rental/)

For related guidance, see:

- [Create a Rental Job](https://help.assetiq.sg/docs/create-a-rental-job/)
- [Understand the Rental Job Lifecycle and Statuses](https://help.assetiq.sg/docs/understand-the-rental-job-lifecycle-and-statuses/)