Managing Rentals
Rentals are at the heart of Stockaj — they track who has what, when it's due back, and the full lifecycle from request to return.
Rental List
Navigate to Rentals in the sidebar to see all rentals in your workspace.
screenshot-rentals-list.png — The rentals list with status filters, search, and color-coded status badges.
Filtering Rentals
- By Status — Click status tabs to filter (e.g., show only "Ongoing" or "Overdue" rentals)
- By Renter — Search or filter by renter name
- By Date — Filter by creation date or expected return date
- Search — Full-text search across rental details
Creating a Rental
- Go to Rentals and click + New Rental.
- Select a Renter — choose from existing contacts or create a new one inline.
- Add Items:
- Search for items by name or code
- Set the quantity for each item
- For individually tracked items, select specific variants
- Optionally set an Expected Return Date.
- Add any Notes for additional context.
- Click Create Rental.
screenshot-create-rental.png — The rental creation form showing renter selection, item picker, and date fields.
You can add multiple items to a single rental. Each item line can have a different quantity.
Rental Status Workflow
Every rental follows a status workflow. You advance the status as the rental progresses:
Status Descriptions
| Status | Color | Description |
|---|---|---|
| In Treatment | Gray | Rental has been created and is being processed |
| Reserved | Indigo | Items are reserved for a future date |
| Preparing | Orange | Items are being prepared for dispatch |
| Dispatched | Yellow | Items have been shipped or sent out |
| Delivered | Teal | Items have arrived at the renter's location |
| Ongoing | Blue | Rental is actively in use |
| Overdue | Red | Past the expected return date |
| Finished | Green | All items have been returned |
| Canceled | Rose | Rental was canceled |
Changing Status
From the rental dashboard:
- Click the status badge or the Change Status button.
- Select the new status.
- The change is logged with a timestamp and the user who made the change.
Every status change creates a Status Event — providing a complete audit trail.
Rental Dashboard
Click any rental to open its dashboard.
screenshot-rental-dashboard.png — The rental dashboard showing status, items, renter info, timeline, and actions.
The rental dashboard shows:
- Current Status — With colored badge
- Renter Information — Name, contact details, link to renter profile
- Items — All items in this rental with quantities
- Expected Return Date — When items should come back
- Status Timeline — Complete history of status changes
- Notes — Any notes added to the rental
- PDF Export — Download the rental as a PDF document
Editing a Rental
Click Edit on the rental dashboard to modify:
- Status
- Notes
- Expected return date
Exporting Rental as PDF
Click Export PDF to generate a downloadable PDF document of the rental, useful for:
- Delivery receipts
- Rental agreements
- Record keeping
My Assignments
If you've been assigned to handle specific rentals, go to Rentals → My Assignments to see only the rentals assigned to you.
This is useful for team members who are responsible for preparing or delivering specific orders.
Logistics Board (Prep Board)
The Logistics Board provides a Kanban-style view of rentals in preparation, making it ideal for warehouse teams.
Navigate to Rentals → Prep Board to access it.
screenshot-logistics-board.png — The logistics/prep board showing rentals organized by status in a Kanban view.
The board shows rentals organized by preparation status, so your team can see at a glance what needs to be prepared, what's ready for dispatch, and what's been sent out.
Deleting a Rental
Rentals can be deleted from the rental dashboard. Deleted rentals are permanently removed.
Deleting a rental is permanent and cannot be undone. Consider setting the status to Canceled instead if you want to keep a record.