15 Jun 2023 | Windward Software
Rental Checklist Setup and Function
This Windward Webinar details how to enable and use the checklist feature in Windward System Five, which allows rental units to automatically move to an available state upon return, preventing them from being rented out again until they are moved back to the available state by a user.
- The webinar started with an introduction from the moderator, Ivory. She mentioned that questions would be taken at the end of the presentation.
- Anabel, the speaker, explained the functionality of the rental state and checklists feature, which is only available for rental units, not for regular serialized items or regular rental inventory items. This feature is useful in situations where a rental unit must be inspected before renting it again.
- Anabel showed how to enable the checklist by going to the rental checklist feature in System Five. The user needs to check a box that says "Use a rental checklist". The user can also change the name of the unavailable state to something else, like "Maintenance" or "Cleaning".
- The checklist items are added by clicking on the "New List" button and typing in the list. List items can be added for each list.
- Anabel demonstrated how to use the feature by creating a rental invoice and returning an item. The status of the item changes to "maintenance" and can only be changed back to "available" once the checklist has been completed. This needs to be done manually on the unit record.
- If a user doesn't want to complete a checklist and wants to bypass it, they can do so by turning on the supervisor override.
- Anabel also mentioned available resources including the Help Center, Customer Care Portal, Windward Learning Academy, Windward Professional Services, Emergency Support and Webinar Archive.
- The webinar concluded with a Q&A session where Anabel answered questions about the checklist feature. She clarified that the checklist is a global setting
0:51
Hello, everyone. Good afternoon. Thanks for joining our webinar for today.
0:56
My name is Ivory, and I will be your moderator for today's presentation.
1:01
At the end of the presentation, we will take some questions.
1:04
You will need to enter them at the question box.
1:07
But make sure to be detailed and specific. Just in case the question is coming from something that we go over from the start of presentation, that way, we'll be able to make sure that we know exactly what you're talking about. Any questions that we can't answer today, we will answer them offline afterwards.
1:26
Or, you can submit and track a ticket on the portal at windward software dot com and support can be able to help you out with your questions.
1:37
And also, now you have the ability to access past webinar presentations on our website.
1:43
All the presentations are there and that is on the website, at WWW dot winward software dot com slash webinar.
1:53
Today's presentation, We're going to be discussing Rental Checklist Setup and Functions.
1:58
This is a very great topic, and our speaker for today, her name, is Anabel, and she's one of our tenured software specialist.
2:08
And she's also with the company for almost six years now.
2:11
So let's get started, take it away, Annabel.
2:15
Thanks, ivory. Hello, everyone. Today's webinar is about Randolph checklists, sat up, and function. So, the things to Buddhist caused, our basic setup, a rental state, and checklist, and how the rental state and checklist effects the rental units, the ones it is enabled. So, first thing first is a rental state and checklists. So, the rental, state and checklists feature enables the functionality of having rental units automatically move to an available state up on rental return, preventing them from being rented out again until they are moved back to the available state by a user. So, this feature is only available for rental units and not available for regular serialized items or regular rental inventory items.
3:10
So, this feature could be useful in situations where in a rental unit must be inspected before renting it again like that.
3:19
Damage safety, checked it, shut Tara, and requires cleaning before it can be rented again.
3:27
Must be serviced before renting again or a combination of the above.
3:34
So where did these set up?
3:37
So for us to enable the checklist, we need to go to rental checklist feature in system five, we need to go to setup wizard rental settings, and then checklists for this screenshot right here. So when you go to rundle settings, there is a checklist option and there is a box that you need to check which is Use a rental checklists. So misread the description below. If using a rental checklists rental, units will be immediately set as an available for, a check out, a wind returned from a rental.
4:12
The user must manually set the item is available after completing all require a checklist before, it can be rented again. So, we also have in here and available state name select if you don't want it to show us an available. You can set the name in here, like let's say for example, Maintenance, Cleaning, safety, check. So, once you have enabled the rental checklist and you have entered the name that you want to show, we can then add the list by clicking on the plus. There's a Plus button.
4:48
So, once you click on it, it will allow you to enter, like, type in the list, and once you have entered a list, you can then add the list items for it's list. So, I'll just show you guys directly. So, let me just go to the demo right here.
5:07
So, as I've mentioned, for it to be enabled, we need to go to set up Tools, Setup Wizard, and rental settings.
5:19
It's loading, so you will go to a rental settings and there is like a checklist so we need to check this box, use rental checklists in here. So you can change the name, you can either have it cleaning or whatever name that you want to like. Let's say for example, you have it as maintenance.
5:40
So once you have added the name, we can then add the Lists by clicking on this one right here, New List button.
5:50
So once you click on it, it will allow you to type in the name.
5:55
So like let's say for example, cleaning checklists.
6:04
So, once you have entered the list. See how you then have the option to list the items inside this particular checklist.
6:11
So, let's say what are the items in here, is, like let's say, right, let's save, Cheryl ...
6:25
complete, if you do have other items, he didn't click on the new item again.
6:33
So, like, let's say, why?
6:37
Wow.
6:40
And from here, if you wanted to add another checklist, you just need to click on the new list and make it add, like let's say, Repair, and if there is a, an item under this second and just like that.
6:58
Like, let's see, this toy.
7:03
Neither.
7:06
So you can actually add as many checklists as you want. as many a list items as you want as well.
7:13
So once this is done, we can then test by creating a, an invoice.
7:19
So let's create a rental invoice now let's return an item.
7:28
So let me just fine neck mister Murray here and the bullets Add an item, a rental unit.
7:48
OK, so right now, it shows available's, so let's just select one, just set it out, then let's return it. So once you click on return, once you click on the status of the the, the serial or the unit, it actually showed maintenance in there.
8:08
So like let's say for example, when you clicked on, if you said this to out again, you will actually get this message, cannot check out items unable to check out, because the item is currently maintenance. So this unit must be moved to available on the unit record before it can be checked out.
8:30
So it needs to be manually moved to available once the checklist has been completed and it needs to be done on the unit Rutgers. So from here if you get this message, you'll want to read the unit. Now when you click on yes, you will be redirected to the this unit record window or and you can see on the checklist.
8:55
So as you can see right here, if you will, If you will click on Available, like if you manually click on available, you will get this message right here. All the checklist items must be completed for maintenance before this unit can be moved to available. So basically, you need to complete all.
9:14
Uh, so all items in this checklist has been marked as complete. You will not be able to make any changes to this checklist, once it is completed. You'll want to continue and so, they wanted it to be completed, once it's completed. Click on yes and then you proceed. Well.
9:33
the other checklist, some reason it's showing twice.
9:38
And so, once everything is complete, so you'll actually get this message. Like once the checklists complete, All checklist says, I have been completed for maintenance stage that you want to change this unit available. You can then click on Yes.
9:56
So, in this is now available.
10:00
So, when you clicked on, like, let's say, let's check the status or on this rental unit two.
10:08
And you go right here, I don't see it, let's just add it back.
10:25
OK, so, it's now showing as available.
10:29
So, let us let legends set this to art again, I will just show you guys and in return, and so, once you return it.
10:39
It will show in here as maintenance, so from the item inventory.
10:45
Sell it, just go to the item Inventory, it will also show, and an available state.
10:53
So, right here, it says, State and available one. So, um, and when you hover on it, it will show in there that you need to complete the checklist before you can have this unit to be available for rent.
11:12
Again, and then let's say, for example, um, you want it, you don't want to, you don't want to complete a checklist and wanted to bypass it.
11:26
It is possible by turning on the supervisor override, but you still need to do it from is, uh, from the unit of record.
11:37
So, me going from here.
11:41
So, if we edit this.
11:47
I save, because when you, when you go to available, you'll get this message, right. So like, let's say, for example, you wanted to write, pass the checklist.
11:57
You wanted to set it to availability of bleeding, the checklist. You can do so by joining on the supervisor of right. So, once it's turned on, when you click on available, you will get this message. All checklists must be completed. Do you want to force the unit to the specified, stayed may click on yes, It will be, It will event.
12:20
The, the unit will be changed to available.
12:27
And, and, and once it has been changed the available, it will then show under the item inventory that it is now available. And then the state unavailable is now zero.
12:43
And that should be all for my presentation.
12:49
But before I proceed with the D question and answer the oldest, I would just like to inform you guys said, we have resources available, which includes the Help Center. We're in all available. resources are listed, and it can be accessed through when word software dot com slash help and we also have a Customer Care portal and you can search our knowledge base and you can submit and track support tickets. And you can access it through support. Dot one word. Software dot com. We also have Windward Learning Academy or any can spin up new employees and you can have less than based topics and you can access through academy dot one word on cloud dot com.
13:34
Other than that, we also have winward professional services. So if you want it like an in-depth discussion about certain topics, you can get guidance from one of our professional services specialists.
13:48
And you can do so by accessing woodward's software dot com slash professional services. Or you can contact your account manager for a coat or a call at 114635750, and for emergency support.
14:06
The following situations qualify for emerging support, So if you do have issues along the following entire system down, and able to take payment cannot login into five, or recovering from a power outage, you can submit an emergency ticket at one word software dot com slash emergency. And the last one is, we have webinar archived, so you can access one word software dot com slash webinars where you can sign up for future webinars, or you can also view the previously recorded events.
14:43
All right. So do you guys have any questions?
14:47
Thank you so much, Annabelle. That was a great presentation. OK, so for our first question we have here from Cindy Writer. She says, in the setup wizard checklist, what is the point of the notes?
15:06
OK?
15:09
didn't know, let me just take a look right here.
15:17
All right, OK, well, I haven't checked that.
15:31
Boy, usually.
15:32
Let me just, She loved me chocks Ah, I believe it is just a note on your checklist, though.
15:45
But let me just verify that though in an allergist, get back to you.
15:54
OK, so, Cindy, Anibal, we'll take a look at it and we'll get back to you.
15:59
And now, for the second question we have here from Patricia.
16:04
She asks the checklist that is made under the setup, is that for all the items under rental? Or can we specify one checklist for one product type?
16:15
and a different one for a different product?
16:19
This is actually a global setting, so this is applicable to all.
16:28
OK, so.
16:33
OK, so that is a Global Settings which is, well, the, the checklists for rental that is a Global Saturdays for all rental items basically. Yeah, that's right.
16:46
And another question here from Alex Perry and uh, the question is, is there a way to duplicate checklists or multiple items without typing it?
16:58
Oh, and so instead of, then how do we differentiate different kinds of checklists?
17:05
Um, I don't think there is an option, too, to close, because the only option right here is two, move up and down, and then add a new list, though, and you right click on it, it's just move up, move down, so, early, we need to manually type in the checklist.
17:35
OK, so, OK, Cindy says, When I add the description to my checklist, it doesn't save.
17:48
Like you, the description. Is that?
17:53
Under the List items.
17:59
I sync under that.
18:01
I think that's what she's trying to say.
18:04
But yeah, Cindy can answer that one.
18:09
Well, I think we need to take a look at that, because, once you add the description, right, like every list, description, initially as your list item.
18:20
So, once you add it, it will be automatically saved. So, there could be something wrong if it's not saved.
18:30
It's either. It's either a version issue or mm hmm.
18:37
Pour it and have that, take a look at it.
18:42
Why is, why does the description, where you add and doesn't save at all?
18:49
Or Silver got a question from Patricia, So, if one checklist does not apply to an item, do we use supervisor override?
18:59
Me yeah, that could be one of the option because you can bypass that that checklist through supervisor operates.
19:07
So like, let's say, the, that rental unit, Dustin, it doesn't include the checklist. Any since all live return rental units will be changed to, like automatically change to an available. So you can just bypass through the supervisor override and just randomly change. That's available.
19:33
Yep, that's it.
19:36
And Any more questions, guys?
19:48
Oh, there's a follow-up question from Alex, he says, so every item will see all checklists, Ah, yes, oh, the rental units.
19:57
Yes, we'll show, like, when you go to the, when you go to that, because it will show under the rental unit, right, So, it will all the checklists will show in there, because Alex, yeah.
20:20
So, when you go to the unit, so all of the rental units, we'll show those checklists at their rental, so all the checklists will show in there, so for all rental units.
21:12
Um.
21:15
Do you have?
21:43
Um.
22:03
Ah, Can you hear me guys, OK?
22:11
Yes, I can, OK.
22:16
Can you hear me anabel Yes. Yes I can OK? I'm sorry.
22:21
I have a problem with my with my computer right now I think it's back but let me see if I can still see a few chins.
22:32
Um.
22:36
OK, so there's question from Tim Facet first or he says our mechanics able to make notes when completing checklists.
22:49
Click manually add notes. Let me just take a look.
22:55
Look.
22:59
one thing, we have the option to add, but let's just Make sure.
23:41
Whoa.
23:48
Yeah, There seems to be no option to add a note in here.
24:01
Basically, this fashionistas completed, but from this side of here, you cannot enter any more information though.
24:12
So, add a note in here.
24:19
OK, so, ah, yes yeah Tim, for, for the notes that you can only add notes on the setup, but on the, um, rental or in the in the unit itself.
24:32
Once it's once it reached a checklist, you can no longer add some notes in there.
24:39
Question from Alex, we have a lot of different types of rental items. So, having this be a global feature. I'm not sure we would be able to implement it.
24:51
So, you have a lot of rental units.
24:55
As a lot of rental items.
25:00
This one is only available on rental units so it's not available only regular serialized items are like rental inventory. You would think.
25:12
Whenever it's not a unit, then this is not a checklist, It's not available. So, this is only available for Units.
25:26
OK, so, arc Alex, the question about is this feature is still under development or is this a global feature?
25:35
All that is being developed.
25:40
Um, knowledge is not being. So, this is how it has been set up, though.
25:45
So, it's not under development, so, this is, this feature has been developed for rental units and it doesn't apply to regular inventory items like, you know, rental items are and you don't, it's not a unit so the checklist doesn't apply to that.
26:20
I hope that answers your questions, guys, but we're still open for more questions.
27:03
OK, more questions?
27:17
OK, ah, while waiting for a few, if you still have one, If you still have more questions, I'd like to just Take this opportunity to invite you all on our upcoming webinar webinar on June 29th. That is two weeks from now. The webinar is about jobs and projects, so if you're interested, you can still register. On that schedule, that would be on June 29th, at the same time, 1 0 PM Pacific time.
27:47
So, I hope to see you guys there as well on, on the upcoming webinars, and we still have more for the next months. So, I hope you can be able to join us as well.
28:01
Ah, yeah, it looks like ah, we don't have any more questions, Annibale and, again, thank you everyone for joining us today. We surely.
28:15
I'm happy to that you're able to join us today and hopefully, we can be able to see you as well under upcoming webinar in the next few weeks, and yeah.
28:25
Thank you so much again, and you have a wonderful evening, My guys.
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