Events and rental: Digital job cards for AV rental companies
Digital job cards for AV rental companies with a packing list by serial number, so dispatch, setup on site and return can be checked per case and per item.
What a job card for AV rental companies should hold.
At AV rental companies a package leaves in dozens of cases and bags. The packing list is on paper or in the rental system, but who loaded what cannot be traced afterwards. On site a cable kit turns out to be missing, or the case holds a different radio receiver from the one on the list. After the event the kit comes back, sometimes late at night, and gets a rough check. A few days later a microphone is gone or a speaker damaged, and nobody knows whether it happened at the event, in the van or in the warehouse. By then the client has long gone and the argument begins.
Digital job cards for AV rental companies
Example- 1
Prepare and dispatch the packing list
DoneThe job card holds the packing list from the booking, with the serial number of each item or the case it belongs in.
- 2
Log setup and the show
In progressOn site the technician sees the packing list, technical drawing and running order.
- 3
Check the return per case
NextOn return every case and item is scanned again.
From preparation to signed-off card.
Prepare and dispatch the packing list
The job card holds the packing list from the booking, with the serial number of each item or the case it belongs in. At dispatch the warehouse scans every case and every loose item. Anything not scanned stays open. If something is missing or a substitute goes out, the card records it with a reason.
Log setup and the show
On site the technician sees the packing list, technical drawing and running order. If something goes unused or breaks, they report it on the card with a photo. Extra hours from an overrun or a client request for more equipment are recorded straight away, with the name of the contact who agreed.
Check the return per case
On return every case and item is scanned again. Anything missing or damaged is photographed and recorded the moment it comes back, not days later. The card shows the difference between dispatch and return, and the planner decides whether it is a matter for the client, for repair or for further checking.
No more paper and loose photos.
The packing list usually lives in the rental system, sometimes printed with handwritten ticks. The digital card reads the list from the rental system and writes dispatch, return and reports back. Scanning uses the scanners you already have or a phone. The rental system stays owner of stock and bookings, the technician owns their reports and hours, and the warehouse owns dispatch and return checks.
Scan per item or per case
Scanning every item is most accurate but takes time with large packages. Scanning per case, with fixed contents per case, is quicker. The risk is that a case's contents are wrong. A combination often works: expensive items such as radio systems and desks individually, cable cases per case with periodic checks.
Check returns at once or next day
Checking as the kit comes in gives the most reliable result but is hard in the middle of the night. Checking the next morning is more practical but makes it less clear where something went wrong. A quick count of cases on arrival and a full check the next morning is a workable middle way.
Client signs on delivery or not
With collection, you have the client sign for what they take. With delivery and a technician this is less usual, because the kit stays under your supervision. With delivery without a technician, where the client manages the kit themselves, signing is sensible so missing parts can be explained later.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhat goes on the job card.
From the start the job card holds the packing list from the rental system, dispatch and return with scanning, damage reports and missing parts with photos, and extra hours on site. We walk through an ordinary conference package together and a return where a radio microphone is missing, so the crew knows what happens when something does not add up. Client sign-off on collection and fixed contents per cable case can be added later.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDoes the job card work without signal at the venue?
Yes. The card is loaded onto the device beforehand, and reports and photos are stored locally until there is a connection. Scanning at dispatch and return happens in the warehouse, where there is signal. On site the technician can carry on working.
What if a substitute item is used on site?
The technician records which item failed and which spare replaced it, with serial number. The packing list is updated so the right item is expected on return. The faulty item gets a repair report. It goes to the bench before its next booking.
Can we see per case what belongs in it?
Yes. Every case has fixed contents in the rental system. The card shows those contents at dispatch and return. If they differ, such as one cable short, the warehouse records it. A periodic check makes the case complete again.
How do we record extra hours on site?
The technician notes start and end time and the reason for the overrun, with the name of the contact who asked for it. Those hours go with the card to the planner, who reviews them before they reach the invoice. Afterwards it is clear why the evening ran longer.
Add-ons for your industry.
What often connects to this.
- Quotation software for AV rental companiesQuotation software for AV rental companies that calculates equipment days, transport, setup, strike and technicians as separate items, so clients see what their package and service cost.
- Scheduling software for AV rental companiesScheduling software for AV rental companies that lines up setup slots, technical crews, vans and equipment per event, including when events overlap.
- Customer portal for AV rental companiesA customer portal for AV rental companies where clients view running orders, technical drawings and the confirmed package per event, and can submit changes or questions.
Job cards that come back complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Digital job cards for AV rental companies: packing list with serial numbers at dispatch, setup and return, with damage and missing parts recorded on the spot.
- Prepare and dispatch the packing list
- Log setup and the show
- Check the return per case