Overview #
After the rental job has been confirmed and its assets allocated, prepare and verify each asset before dispatch.
The dispatch process records what was released, when it left, where it was sent, who received responsibility and what condition it was in.
When the required assets have been dispatched, update the rental so that its status accurately reflects that it has started.
Important: Record an asset as dispatched only after it has physically left your control or has been formally handed over to the authorized recipient.
Before you begin #
Before dispatching an asset, confirm that:
- The correct rental job is open
- The rental has been authorized
- The recipient and destination are correct
- Rental dates are confirmed
- The asset is allocated to the job
- Availability conflicts have been resolved
- Required maintenance is complete
- Required inspections and certifications are valid
- The asset is safe and suitable for use
- Components and accessories are ready
- Transport or collection arrangements are confirmed
- Commercial and operational documents are available
- You have permission to record dispatch
Do not dispatch an asset with an unresolved safety restriction or failed mandatory inspection.
Open the rental job #
- Sign in to AssetIQ.
- Open Rental Management or Rental Jobs.
- Find the required rental job.
- Open the rental record.
- Confirm its reference, recipient, destination and dates.
- Open the rental-assets or dispatch section.
Confirm that the rental is in an appropriate status such as Confirmed, Scheduled or Ready for Dispatch.
Perform the final readiness review #
Before releasing any asset, review:
- Asset number and description
- Serial or registration number
- Required capacity and configuration
- Current location
- Operational status
- Availability status
- Open faults
- Maintenance status
- Inspection status
- Certification validity
- Required accessories
- Dispatch instructions
- Transport requirements
- Planned rental period
Stop the dispatch process if information is incorrect or incomplete.
Verify the physical asset #
Match the physical asset with the allocated AssetIQ record using:
- Asset number
- QR code
- Serial number
- Registration number
- Manufacturer label
- Make and model
- Another unique identifier
Do not rely only on the asset description because similar units may be located together.
If QR-code scanning is available, scan the asset and confirm that the returned record matches the rental allocation.
Complete the pre-dispatch inspection #
Where required, complete a pre-dispatch inspection before releasing the asset.
The inspection may check:
- General physical condition
- Safety devices
- Controls
- Fluid levels
- Tyres or tracks
- Lights and alarms
- Structural condition
- Leaks
- Required guards
- Battery or fuel level
- Cleanliness
- Meter readings
- Labels and certification
- Components and accessories
Record any finding accurately.
Do not dispatch an asset that fails a safety-critical requirement unless an authorized competent person has resolved the issue and approved its release.
For inspection guidance, see Conduct and Submit an Asset Inspection.
Record the dispatch condition #
Record the condition of the asset before it leaves.
Condition information may include:
- Condition rating
- Existing damage
- Scratches, dents or wear
- Operational restrictions
- Cleanliness
- Fuel or battery level
- Tyre or track condition
- Meter readings
- Photographs
- Inspector comments
Existing damage should be described clearly so it can be distinguished from damage identified on return.
Preferred condition note #
“Existing 40 mm paint scratch on the lower-right access panel. No deformation or exposed metal. Photograph attached.”
Condition note to avoid #
“Some damage.”
Add photographs #
Where permitted, photograph:
- Front, rear and both sides
- Asset number or identification label
- Hour meter or odometer
- Fuel or charge indicator
- Existing damage
- Components and accessories
- Loaded or handed-over condition
- Any special configuration
Check that photographs:
- Are clear and in focus
- Show the relevant asset
- Are attached to the correct rental record
- Include enough context
- Do not contain unnecessary personal information
Record meter readings #
Where applicable, enter values such as:
- Odometer
- Operating hours
- Engine hours
- Fuel level
- Battery charge
- Another usage measurement
Confirm:
- The value is accurate
- The correct unit is used
- The reading is associated with the correct asset
- The photograph matches the entered value where evidence is required
Dispatch and return readings can help determine asset usage and identify unusual differences.
Verify components and accessories #
Confirm all items supplied with the asset.
Examples include:
- Attachments
- Lifting equipment
- Batteries
- Chargers
- Remote controls
- Cables
- Keys
- Manuals
- Safety equipment
- Tools
- Spare parts
For each item:
- Confirm its identity or quantity.
- Check its condition.
- Record it against the rental job.
- Add photographs where useful.
- Include it in the handover record.
- Ensure it will be checked again on return.
Do not record the package as complete if a required item is missing.
Review delivery or collection arrangements #
Confirm:
- Delivery or collection method
- Transport provider
- Collection location
- Destination
- Planned departure time
- Delivery window
- Loading requirements
- Site-access restrictions
- Responsible driver or collector
- Recipient or site contact
- Required documentation
If the arrangements have changed, update the rental record before dispatch.
Confirm handover responsibility #
Record who receives or takes responsibility for the asset where this information is required.
This may include:
- Recipient name
- Customer or project
- Organization
- Contact details
- Driver or transporter
- Handover date and time
- Signature or acknowledgement
- Delivery-document reference
Do not record another person’s acknowledgement unless the handover actually occurred.
Attach dispatch documents #
Relevant documents may include:
- Delivery order
- Handover form
- Dispatch checklist
- Inspection result
- Equipment certificate
- Transport document
- Customer acknowledgement
- Collection record
- Photograph
- Commercial reference
Attach documents to the correct rental and use the appropriate document type where available.
Note: AssetIQ’s dispatch record may not replace legally or commercially required delivery, transport or rental documentation.
Record the actual dispatch #
To dispatch an asset:
- Open the rental job’s asset or dispatch section.
- Select the correct asset.
- Select Dispatch, Check Out, Release Asset or the corresponding action.
- Enter the actual dispatch date and time.
- Confirm the destination.
- Record the recipient or transporter.
- Enter meter and condition information.
- Confirm components and accessories.
- Add notes and attachments.
- Review the information.
- Confirm the dispatch.
- Check that the asset status has changed.
Use the actual dispatch date and time rather than the planned value.
Dispatch multiple assets #
If several assets leave together:
- Confirm every selected asset.
- Ensure each one belongs to the rental job.
- Review each asset’s condition.
- Record individual meter readings.
- Check asset-specific accessories.
- Confirm the shared dispatch details.
- Complete the dispatch.
- Review the resulting asset-level statuses.
Bulk dispatch should not replace asset-specific condition and identity checks.
Record a partial dispatch #
Use partial dispatch when only some of the allocated assets are ready to leave.
For example:
| Asset | Position |
|---|---|
| Crane CRN-0042 | Dispatched |
| Generator GEN-006 | Dispatched |
| Lifting beam LFT-018 | Awaiting inspection |
| Radio set RAD-004 | Ready for Dispatch |
When recording a partial dispatch:
- Select only the assets that physically leave.
- Record their dispatch details.
- Leave the remaining assets in the appropriate status.
- Explain any delay.
- Confirm the revised dispatch plan.
- Notify affected users.
- Review the overall rental status.
Do not mark un-dispatched assets as dispatched merely to start the rental job.
Start the rental #
Depending on the configured workflow, the rental may start automatically after the first or all assets are dispatched.
If a separate action is required:
- Confirm which assets have left.
- Check the actual dispatch information.
- Select Start Rental, Activate or the corresponding action.
- Confirm the action.
- Check that the rental status has changed.
- Confirm the planned return date remains correct.
The overall job may become Active while some asset lines remain Ready for Dispatch.
Confirm status after dispatch #
After recording dispatch, verify:
- Rental-job status
- Asset-level rental status
- Actual dispatch date
- Recipient
- Destination
- Condition record
- Meter readings
- Included accessories
- Documents and attachments
- Planned return date
If the status does not change as expected, check for missing workflow steps or validation messages.
Update the asset location #
Depending on AssetIQ configuration, dispatch may update or propose an update to the asset’s current location.
Confirm whether:
- The asset’s rental location is recorded
- Its normal or home location remains preserved
- The current custodian is accurate
- Location updates require approval
Do not manually overwrite the asset’s permanent home location if the rental location is temporary and AssetIQ provides a separate current-location field.
Notify relevant users #
After dispatch, notify the relevant users according to your organization’s process.
This may include:
- Rental coordinator
- Customer contact
- Project manager
- Site contact
- Transport coordinator
- Asset manager
- Maintenance team
- Finance or administration team
The notification should confirm:
- Rental-job reference
- Dispatched assets
- Actual dispatch date
- Expected arrival
- Planned return date
- Outstanding items
- Operational restrictions
- Contact details
Monitor the active rental #
After the rental begins:
- Confirm delivery where required
- Monitor the planned return date
- Record authorized extensions
- Respond to faults or damage
- Update relevant contact or site information
- Track outstanding partial-dispatch items
- Maintain operational restrictions
- Follow up on overdue assets
See Extend or Update an Active Rental.
Cancel a dispatch before release #
If the dispatch record has been prepared but the asset has not physically left:
- Stop the release.
- Record why dispatch will not proceed.
- Correct the dispatch record where permitted.
- Return the asset to the appropriate preparation or allocation status.
- Confirm whether the rental remains active.
- Notify affected users.
Do not record a dispatch and immediate return to represent an asset that never left.
Correct an incorrect dispatch #
If the wrong asset, date or recipient was recorded:
- Stop further processing.
- Do not overwrite valid history without authorization.
- Notify the rental coordinator or administrator.
- Record the nature of the error.
- Follow the authorized reversal or correction process.
- Confirm the corrected asset and status.
- Review availability and downstream records.
If the physical asset was sent incorrectly, coordinate its safe recovery and replacement outside the system workflow as required.
Common issues #
The Dispatch action is unavailable #
Confirm that:
- The rental is in the correct status
- The asset is allocated
- Availability has been confirmed
- Required approval is complete
- Mandatory fields are populated
- You have dispatch permission
The asset fails its pre-dispatch inspection #
Do not dispatch it. Record the finding, create the required corrective action and select another suitable asset where necessary.
An allocated accessory is missing #
Delay dispatch if it is essential. Locate a suitable replacement, update the rental record and confirm the complete handover package.
The asset number does not match the rental record #
Stop and identify the correct physical asset. Do not dispatch a similar unit under the wrong record.
The meter reading appears incorrect #
Verify the physical display and unit. Review previous readings and correct the entry before dispatch.
Only some assets are ready #
Record a partial dispatch and leave the remaining items in their actual statuses.
Dispatch was recorded against the wrong asset #
Contact the rental coordinator or administrator immediately and follow the authorised correction process.
The rental remains Confirmed after dispatch #
Check whether a separate Start Rental action is required or whether some mandatory dispatch information is missing.
The location did not update #
Confirm whether AssetIQ updates current location automatically or requires a separate authorized action.
Recommended practices #
When dispatching rental assets:
- Confirm the rental and recipient
- Identify each asset using a unique number
- Complete required inspections
- Record existing condition and damage
- Take clear photographs
- Enter accurate meter readings
- Verify components and accessories
- Confirm delivery and handover details
- Use actual rather than planned dispatch dates
- Record partial dispatches accurately
- Do not dispatch restricted assets
- Review statuses after dispatch
- Retain supporting documents
- Correct mistakes through an authorized process
- Monitor the active rental and return date
Next steps #
After dispatch:
For related guidance, see:
