Events and rental: Digital job cards for marquee rental companies
Digital job cards for marquee rental companies carrying the site plan, tent position and anchoring, so the build crew knows on arrival what goes where and what was agreed.
What a job card for marquee rental companies should hold.
At many marquee rental companies the build crew sets off with a printed packing list and a few notes from the salesperson. Exactly where the tent goes, which side the entrance faces and whether there are cables in the ground gets settled on site with whoever happens to be there. The result is a tent that shifts a few metres once it is half up, or pegs driven where the customer did not want them. Afterwards it is hard to prove how the tent was handed over, what damage the lawn already had or who signed off on the position.
Digital job cards for marquee rental companies
Example- 1
Prepare the site plan
DoneBefore departure the job card holds the site plan with tent position, entrance direction, where ballast or pegs go and the route from the unloading point.
- 2
Log the build and changes
In progressOn site the crew leader confirms the position or records a change, such as a shift because a tree is in the way.
- 3
Get the handover signed
NextOnce the tent is up, the crew leader walks the customer through the agreed points: position, walls, floor and emergency exits.
From preparation to signed-off card.
Prepare the site plan
Before departure the job card holds the site plan with tent position, entrance direction, where ballast or pegs go and the route from the unloading point. Added to that are the on-site contact, the power arrangements and known obstacles. The crew leader can review the plan on the way and raise questions before the crew arrives.
Log the build and changes
On site the crew leader confirms the position or records a change, such as a shift because a tree is in the way. They note the anchoring actually used, extra materials and hours worked. Photos of the site before and after the build are attached to the job card straight away, time stamped.
Get the handover signed
Once the tent is up, the crew leader walks the customer through the agreed points: position, walls, floor and emergency exits. The customer signs on the phone or tablet. Changes and extra work sit on the same card, so the office can process them without ringing the crew first.
No more paper and loose photos.
Marquee rental companies often work with packing lists from the rental system, a folder of tent manuals and build instructions, and messaging groups for each crew. The digital job card takes equipment from the rental system, the site plan from the quote and the crew from the schedule. Build instructions per tent type can be attached. The crew leader owns what happens on site; the office owns what was agreed with the customer. Signed cards flow back to the rental system and invoicing.
Drawn site plan or marked photo
A scale site plan is clear for large events but too much effort for a party tent in a garden. A photo of the site with a few marks for tent position and entrance is often enough. The job card supports both, so the format matches the size of the build.
Customer present at handover or not
If the customer is there, they sign straight away and later disputes are rare. If nobody is on site, the crew records the handover with photos and the customer receives a message asking them to respond within a reasonable time. Which route applies is already marked on the job card before the crew leaves.
Hours per crew or per person
Logging hours per crew is quick and enough to cost a build afterwards. Hours per person are needed when agency or casual workers are paid on time worked. The job card can record both, so one entry serves the customer invoice and payroll alike, without anyone keeping a second list.
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Read the storyWhat goes on the job card.
The job card for build and strike is ready with site plan, equipment list, build log, photos and customer sign off. It goes out first on an ordinary garden build that we walk through together, then on a build where the tent has to move on site because of an unexpected pipe. Build instructions per tent type, extra work going straight onto the invoice and a strike checklist can be added.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDoes the job card work without signal on site?
Yes. Remote sites and fields often have poor coverage. The job card loads onto the device before departure, and photos and signatures are stored until there is a connection again. The crew leader can see which items have not been sent yet.
Can we record existing damage to the site beforehand?
Yes. Before building, the crew photographs the lawn, paving or driveway and notes any existing damage. Those photos sit on the job card with a time stamp. If the customer later complains about marks on the grass, you can show what the site looked like beforehand.
What if the customer wants the tent somewhere other than agreed?
The crew leader records the new position and asks the customer to confirm it on the job card. If the move costs extra work or materials, it is noted as extra work with a reason. The office sees the change straight away and can decide whether to charge for it.
How do build instructions reach the crew?
Instructions, drawings and checkpoints can be attached to the job card per tent type. A crew putting up a rarely used tent then has them to hand. You decide which documents always go along and which only for certain setups, so the card does not fill up with paper nobody reads.
Add-ons for your industry.
What often connects to this.
- Quotation software for marquee rental companiesQuotation software for marquee rental companies that puts tent area, flooring, build crew and transport distance into one calculation, with assumptions about the site visible in the proposal.
- Scheduling software for marquee rental companiesScheduling software for marquee rental companies that books build and strike days, crews, lorries and plant per site, with an eye on weather and busy weekends.
- Customer portal for marquee rental companiesA customer portal for marquee rental companies where clients view and approve the tent layout, build arrangements and site instructions, without a thread of emails full of attachments.
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 marquee rental companies: site plan with tent position, anchoring and handover photos per build, signed by the client on site.
- Prepare the site plan
- Log the build and changes
- Get the handover signed