View Rental and Utilization Reports

Overview #

Rental and utilization reports help authorized users understand how assets are allocated, how long they remain in use and whether they are returned as planned.

Depending on your AssetIQ configuration, these reports may answer questions such as:

• Which rentals are currently active?
• Which assets remain overdue?
• How often are rentals extended?
• Which assets are rented most frequently?
• How long are assets typically rented?
• Which assets have low recorded utilization?
• How much time do assets spend under maintenance or unavailable?
• Which rentals result in damage or missing items?

Report availability and calculation methods depend on the current AssetIQ version and the quality of the recorded rental and scheduling data.

Before you begin #

Before opening a report, determine:

• The required reporting period
• Whether you need current or historical rentals
• Whether you are analyzing rental jobs or individual assets
• The relevant organization, business unit or location
• Which rental statuses should be included
• Which date field should control the report
• How utilization is defined
• Whether you can access the complete required dataset

Important: Confirm the utilization formula and data scope before comparing assets, locations or reporting periods.

Open rental and utilization reports #

1. Sign in to AssetIQ.
2. Open Reports, Analytics or the corresponding module.
3. Select Rental Management, Utilization, Resources or the relevant report category.
4. Choose the required report.
5. Review the report description.
6. Confirm the date range and active filters.

Use only the report names available in your AssetIQ environment.

Common rental reports #

Depending on available functionality, rental reports may include:

• Rental Summary
• Active Rentals
• Upcoming Rentals
• Overdue Rentals
• Completed Rentals
• Rentals by Customer or Project
• Rentals by Asset
• Rentals by Location
• Rental Duration
• Rental Extensions
• Return Performance
• Rental Damage and Missing Items
• Rental History
• Another configured report

Common utilization reports #

Utilization reports may include:

• Asset Utilization
• Resource Utilization
• Utilization by Asset Category
• Utilization by Location
• Rental Utilization
• Scheduled versus Available Time
• Asset Downtime
• Resource Availability
• Another configured report

Only document these reports if they are available in the current AssetIQ version.

View the Rental Summary #

A rental summary may display:

• Total rental jobs
• Draft rentals
• Confirmed rentals
• Active rentals
• Partially returned rentals
• Overdue rentals
• Completed rentals
• Cancelled rentals
• Assets currently rented
• Average rental duration

Before interpreting the figures, confirm whether each metric counts:

• Rental jobs
• Individual rental assets
• Rental lines
• Unique assets
• Another configured record

One rental job containing five assets may count as one job but five rented assets.

Rental-job count versus asset count #

These counts answer different questions.

Metric	Meaning
Rental jobs	Number of rental transactions
Rented assets	Number of individual assets included
Rental lines	Number of asset or requirement lines
Unique rented assets	Number of distinct assets used
Rental days	Total recorded rental duration

Confirm which measurement the report uses.

View active rentals #

An active-rentals report may include statuses such as:

• Dispatched
• Active
• Partially Returned
• Overdue

Review:

• Rental-job reference
• Recipient
• Rental location
• Responsible coordinator
• Assets currently out
• Actual dispatch date
• Expected return date
• Approved extension
• Current status

Use the report to identify rentals requiring monitoring or near-term return coordination.

View upcoming rentals #

An upcoming-rentals report may show:

• Planned rental
• Allocated assets
• Planned dispatch date
• Planned return date
• Recipient
• Location
• Availability status
• Preparation requirements

Use it to review:

• Asset readiness
• Availability conflicts
• Maintenance requirements
• Pre-dispatch inspections
• Transport arrangements
• Components and accessories

A planned rental does not confirm that the asset is operationally ready.

View overdue rentals #

A rental may be overdue when:

• Its expected return date has passed
• One or more dispatched assets remain outstanding
• No approved revised return date removes the overdue condition
• The record is not completed or cancelled

Review every overdue rental for:

• Outstanding assets
• Current location
• Responsible recipient
• Contact history
• Revised return expectation
• Future scheduling conflicts
• Maintenance requirements
• Missing accessories

See Manage Overdue Rentals and Outstanding Assets.

Review days overdue #

Where days overdue are calculated, the general method may resemble:$$\text{Days overdue} = \text{Actual return or report date} – \text{Expected return date}$$

Confirm whether AssetIQ uses:

• Original planned return date
• Approved revised return date
• Actual return date
• Current date for active rentals
• Calendar or working days

Do not compare overdue results calculated using different date definitions.

View completed rentals #

A completed-rentals report can support:

• Historical analysis
• Customer or project review
• Rental-duration analysis
• Return-performance analysis
• Asset-demand planning
• Condition comparison
• Record retention

Confirm that completed rentals have:

• Actual dispatch dates
• Actual return dates
• Final asset statuses
• Return condition records
• Reconciled components
• Close-out information

View rentals by customer or project #

This report may help identify:

• Active customer rentals
• Historical rental activity
• Commonly requested equipment
• Average rental duration
• Extensions
• Late returns
• Damage or missing items
• Project-specific demand

Confirm whether the report uses the customer, project, recipient or rental location field.

View rentals by asset #

Use this report to understand:

• Number of rentals
• Rental periods
• Recipients
• Locations
• Extensions
• Dispatch and return readings
• Recorded damage
• Turnaround periods
• Post-return work

A high number of rentals does not necessarily mean high utilization if each rental is short.

View rentals by location #

A location report may help compare:

• Current rented assets
• Rental demand
• Average duration
• Overdue returns
• Asset movements
• Damage trends
• Resource shortages

Confirm whether location represents:

• Asset home location
• Dispatch location
• Rental destination
• Return location
• Customer or project site

Analyze rental duration #

Rental duration may be based on:

• Planned start to planned return
• Actual dispatch to actual return
• Actual dispatch to current date for active rentals
• Another configured method

For a completed rental:$$\text{Actual rental duration} = \text{Actual return date} – \text{Actual dispatch date}$$

If start and end dates are both counted as rental days, the system may add one day. Confirm the AssetIQ calculation.

Planned versus actual duration #

Compare planned and actual duration to identify:

• Early returns
• On-time returns
• Extensions
• Late returns
• Planning accuracy

For example:

Measurement	Value
Planned duration	14 days
Actual duration	20 days
Variance	6 days longer

Review approved extensions before classifying a longer rental as an unauthorized delay.

Analyze rental extensions #

An extension report may show:

• Original return date
• Revised return date
• Extension length
• Extension reason
• Affected assets
• Approval or authorization reference
• Actual return date

Frequent extensions may indicate:

• Inaccurate original planning
• Changing project requirements
• Customer demand
• Equipment shortages
• Delayed demobilization
• Incomplete administration

Investigate the cause before treating every extension as poor performance.

Analyze return performance #

Return performance may classify rentals as:

• Returned early
• Returned on time
• Returned late
• Still outstanding
• Extended and returned by revised date
• Another configured outcome

Confirm whether performance is measured against:

• Original return date
• Revised approved date
• Customer commitment
• Actual collection date
• Another field

Document the basis when presenting the result.

Review rental damage and missing items #

A report may identify:

• Assets damaged during or after rental
• Missing main assets
• Missing components
• Missing accessories
• Damage severity
• Open investigations
• Linked work orders
• Resolution status

Review dispatch and return evidence before attributing responsibility.

See Manage Rental Damage and Missing Items.

What is asset utilization? #

Utilization measures the extent to which an asset or resource is used during a defined period.

The calculation depends on the purpose of the report and available data.

Possible methods include:

• Rental days divided by available days
• Scheduled hours divided by available hours
• Operating hours divided by available operating hours
• Productive days divided by working days
• Another configured formula

Example utilization calculation #

A rental-based calculation may be:$$\text{Rental utilisation} = \frac{\text{Days rented}} {\text{Days available}} \times 100$$

For example, if an asset was available for 30 days and rented for 18:$$\frac{18}{30} \times 100 = 60\%$$

Confirm whether partial days, overlapping rentals and unavailability are included.

Understand the denominator #

The denominator may be:

• Calendar days
• Working days
• Planned operating hours
• Available days after maintenance
• Days since acquisition
• Another defined period

For example, an asset rented for 18 days may have:

• 60% utilization using 30 calendar days
• 81.8% utilization using 22 working days

The formula must be stated before the percentage can be interpreted.

Review available time #

Available time may exclude:

• Maintenance
• Repair
• Inspection
• Certification hold
• Planned unavailability
• Transport
• Cleaning
• Preparation
• Safety restriction
• Another configured period

Confirm whether the report subtracts these periods or includes them in the denominator.

Review downtime #

Downtime may include:

• Corrective maintenance
• Preventive maintenance
• Failed inspection
• Waiting for parts
• Safety isolation
• Cleaning and preparation
• Another unavailable condition

A high-utilization asset may also have significant downtime if demand exceeds practical capacity.

Utilization versus availability #

Measure	Question answered
Utilization	How much was the asset used?
Availability	How much time could it have been used?
Reliability	How consistently did it operate without failure?
Rental frequency	How often was it rented?
Rental duration	How long did each rental last?
Downtime	How long was it unavailable?

Do not use these measures interchangeably.

Compare asset utilization #

When comparing assets:

• Use the same period
• Use the same formula
• Compare similar asset types
• Apply the same working calendar
• Use consistent unavailability treatment
• Consider location and demand
• Review missing data
• Check acquisition and disposal dates

A specialized low-use asset may still be essential even when its utilization is lower.

Review low utilization #

Low recorded utilization may result from:

• Low demand
• Excess capacity
• Maintenance
• Asset condition
• Remote location
• Seasonal use
• Specialized function
• Missing rental records
• Incomplete scheduling information
• Recent acquisition

Investigate the reason before recommending disposal or transfer.

Review high utilization #

High utilization may indicate:

• Strong demand
• Insufficient fleet capacity
• Limited maintenance windows
• Increased failure risk
• Need for additional assets
• Inaccurate availability assumptions
• Overlapping or duplicate records

Review condition, maintenance and reliability together with utilisation.

Apply report filters #

Useful filters may include:

• Date basis and date range
• Rental status
• Asset
• Asset category
• Customer or project
• Rental location
• Business unit
• Coordinator
• Overdue status
• Extension status
• Damage or missing-item status
• Utilization range
• Availability status

Review active filters before interpreting the results.

Drill into supporting records #

Where drill-down is available:

1. Select a metric, chart segment or report row.
2. Review the inherited filters.
3. Confirm whether results represent jobs or assets.
4. Open individual rental records.
5. Review dates and statuses.
6. Verify unexpected information.

Correct authorized information in the source record.

Verify report results #

If a result appears incorrect:

1. Confirm the metric definition.
2. Check the date basis.
3. Review filters.
4. Confirm job-level versus asset-level counting.
5. Check original and revised return dates.
6. Review unrecorded returns.
7. Check cancelled rentals.
8. Review duplicate records.
9. Confirm permission scope.
10. Check the report refresh time.

Common issues #

Active-rental count differs from the rental list #

Check included statuses, whether the metric counts jobs or assets, active filters and refresh timing.

Returned assets still appear rented #

Confirm that their returns were completed and their asset-level statuses updated.

Overdue count appears too high #

Check approved extensions and whether revised return dates were recorded.

Rental duration is incorrect #

Review planned and actual dates and confirm whether both boundary dates are counted.

Utilization exceeds 100% #

Investigate overlapping records, duplicate rentals, incorrect dates or an unsuitable denominator.

Utilization is unexpectedly low #

Check missing rental or schedule records, long unavailability periods and asset acquisition dates.

Damage records are missing #

Review report filters, the damage classification and whether the issue was recorded through a different module.

Two similar assets appear combined #

Confirm whether grouping uses asset description rather than unique asset number.

Recommended practices #

When using rental and utilization reports:

• Confirm whether metrics count jobs or assets
• Use the correct date basis
• Review active and overdue rentals
• Compare planned and actual duration
• Consider approved extensions
• Verify return performance definitions
• Review damage evidence objectively
• Understand the utilization formula
• Confirm the denominator
• Distinguish use, availability and downtime
• Compare similar asset groups
• Investigate very high or low results
• Drill into source records
• Document filters and assumptions
• Verify data before management use

Next steps #

Continue with:

• Export Report Data
• Troubleshoot Report and Dashboard Data

For related guidance, see:

• Filter and Analyze Report Data
• View and Export Rental History
• Manage Overdue Rentals and Outstanding Assets
• Manage Rental Damage and Missing Items