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Equipment hire & rental tracking

Track hired and rental equipment: who has it, when it's due back, condition and compliance. Reservations and check-in/out so nothing is double-booked and everything is accounted for.

Lachlan McRitchie

Lachlan McRitchie

Co-Founder & GM of Operations

Updated 27 September 2026
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MapTrack Assignments table listing eight tool and equipment assignments, a GNSS rover, robotic total station, two plate compactors, a lighting tower, a cordless drill, an angle grinder and a rotating laser level, each with its photo, the person it went to, a Complete or Active status and a due-back date. One plate compactor is flagged Overdue.

See who has each tool and when it is due back

Every sign-out in one list. Four assignments are back and marked Complete; four are still out as Active, each with the person and the due-back date. The plate compactor with James Ward was due back on 23 September, so it is flagged Overdue.

MapTrack app · Demonstration data · Captured

About this screenshot

Captured in a demonstration workspace on the All assignments view with the Person, Status and Due Back Date columns. The app shortens long asset and category names.

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Keep the booked requirement separate from the actual handover

A request can describe the equipment needed for a period before every physical item is selected. The fulfilment and assignment record should explain what was actually supplied.

  1. 1. Book by item or quantity

    Use a named asset for an exact requirement or a category quantity when the available equivalent can be chosen later. Check the requested period and configured approval route.

  2. 2. Retain the issue and return exceptions

    Record any replacement reason, confirm the fulfilled items in the assignment and reconcile the return. A booking record does not, by itself, prove a completed issue or returned asset.

Setup and limits

  • Confirm commercial hire, billing and contract requirements separately from the equipment request and custody workflow.

The problem

Hire and rental equipment moves between customers, jobs and depots. Without a single register and reservations, you double-book, lose track of due dates and struggle to prove condition at handover. Paper or spreadsheets don't scale. You need visibility on availability, who has what and evidence for disputes or insurance.

How MapTrack addresses it

MapTrack gives you one register for owned and hired equipment with reservations and check-in/out. Reserve by job, customer or period; see availability and avoid double-booking. Record who received or returned each asset and when; add condition notes, photos or inspections at handover. Compliance (pre-starts, certificates) can stay on the asset so hired equipment goes out compliant. You get visibility, fewer booking errors and an audit trail for condition and custody.

How it works

  • 1

    Reservations and availability

    Reserve equipment by job or period. See what's available and when; avoid double-booking and no-shows.

  • 2

    Check-in/out and custody

    Record who received or returned each asset and when. Use mobile for fast check-in/out at the depot or site.

  • 3

    Condition at handover

    Add condition notes, photos or short inspections at check-in/out. Evidence attaches to the asset for disputes and insurance.

  • 4

    Compliance on hire assets

    Keep pre-starts and certificates on hired equipment so it goes out compliant and you know when renewals are due.

Never lose track of hired gear

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

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Frequently asked questions

Yes. MapTrack is asset-agnostic. You can register owned and hired/rental equipment in the same system. Use custom fields or types to distinguish hire vs owned, and track who has it, due dates and condition for both.

Reserve equipment by job, customer or period. See what's available and when; avoid double-booking. Check-in/out records who received or returned the asset and when. You can use reservations for internal allocation or for customer-facing hire - workflow depends on how you operate.

Yes. Check-in/out can include condition notes, photos or short inspections. You can build forms for pre-hire and return checks so damage and condition are documented. Evidence attaches to the asset record.

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Related use cases

Track hired equipment like you own it

Join construction, mining and field service teams across Australia.

Two quick questions, then pick a time

A 30-minute demo on Microsoft Teams, set up around what you run.

How many vehicles and machines do you run?

Trucks, cars, plant and other machines. A rough number is fine.

And how many tools and smaller bits of equipment?

Power tools, test gear, lifting gear and the like.

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Scheduling & reservations · Asset tracking · Compliance · Pricing

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