Equipment Check-in

2020-03-05T21:51:50Z

Rachel: /* Radio Returns */

[[Category: Rental Operations]][[Category: CurrentRMS]]
Here is an overview of the process:

# Use the Checkin Sheet and make sure everything is accounted for.
# Any missing or damaged items is noted on the return sheet.
# Check every single piece of gear for correct functionality
# Email photo of all return sheets to returns@jmlrental.com Subject: Return <Order #>

== Client Returns ==
Prior to the client arriving, print out the returns form for the order and ADD it to the clipboard in the return column. The return clipboard should have both the (signed) check-out and the returns form for an order. Here is a sample completed form:
[[File:Completed Checkin Form.jpg|center|Completed Checkin Form]]

Note 1: Make sure to use Download as PDF and print that form. Otherwise, there is no pagination and keeping individual sheets with an order is a pain.

Note 2: Print the return form either the day before, or the morning of the return to ensure the state of the equipment is correct. Printing the return form on the day of the pick-up results in out of date information, and no count in the OUT column.

When the client arrives for their return, get the order clipboard from the Returns column.

Equipment should be collected to one of the staging areas.

Before the client leaves, they need to sign the return form. They can elect to wait until we finish inspection, in which case they can get a copy of the return form or they can leave at return.

'''If equipment is missing and the client will return with it later, they still need to sign the sheet (with the missing items) and the sheet should still be sent to checkin@jmlrental.com - When they return with the missing equipment, a note can be made on the return sheet and an updated photo sent'''

Ask client about ANY bulb burn-out.

As each piece of equipment is inspected, they should be marked off on the return form.

Be especially diligent with kits to ensure all accessories are returned and none are missing.

Missing equipment should be noted and flagged immediately.

'''Take a Picture of any damages and send them with the checkin form.'''

'''Any equipment that is damaged should have a repair tag affixed to it.'''

The following sections describe the return procedure for specific equipment.

=== Grip Equipment ===
* Do a visual inspection.
* Check for bent legs or risers

=== Flags & Scrims ===
* Visually inspect individual Scrims & Flags
* Note any tears or rips

=== Overheads ===
We zip tie our overhead bags close so we know if an overhead was used.

For still zip tied bags, simply make sure the bag is not wet.

For overheads that have been used

* Setup a goalpost (speedrail between 2 combo risers)
* Take the Overhead out of the bag and put them on the goalpost
* Inspect for tears, stains and Wetness and note on return form
* If all is well, put rag back in bag, zip tie bag closed and return bag in proper place.
* if rag is dirty, use Simple Green and a rag to attempt to wipe off dirt.

=== Lights ===
* All lights should be tested for functionality

=== Kits ===
* Anything that is in a kit should be inspected closely
* Missing screws, connectors, cables and other small parts

=== Monitors ===
* Power Up monitor
* Connect it to a source and make sure everything works

=== Teradek ===
* Connect transmitter to a source (can use HDMI off AppleTV)
* Connect receiver to a Monitor (can use HDMI Screen in bullpen)
* Use P-Tap cables marked TERADEK and plug in a battery
* Insure antennas are no broken. Tape on Antennas is a RED FLAG.
* Turn on Receiver & Transmitter and insure image is received.

=== Bartech ===
* Connect motor to the receiver
* Connect receiver to battery with P-Tap marked BARTECH
* Turn on BFD, Turn on Receiver
* Make sure that motor turns when using the BFD.
* You might need to adjust calibration.

=== Radio Returns ===
* Turn on all radios and make sure that all individual radios are working on channels 1, 7, 14
* Take all the batteries off the radios.
* put radios in blue bin
* Put batteries on the charger
* Put skinny (1000mAH) batteries waiting to charge on lip of Skinny blue bin.
* Put fat (2000mAH) batteries waiting to charge on lip of Fat blue bin
* Once a battery is charged, put it in the appropriate blue bin (round back or flat back).
* Take the Surveillances out, check for damages and clean them.
# Take surv out of bag
# Check for damage
# Clean ear piece with paper towel and rubbing alcohol
# Roll and Re-bag (using new bag if necessary).
# Put alcohol wipe in bag and seal.
# Place clean surv in milk crate on walkie shelf
* If Surv is missing ear bud or ear bud is too gross to clean, there are spares on walkie shelf.

== Post Inspection ==

Email a photo of all return form pages (along with any damage photos) to returns@jmlrental.com

Return working equipment to proper location

Broken equipment should be tagged and put at repair station.

== Return Exceptions & Special Cases ==
=== Missing Equipment ===
If a client return is missing a piece of equipment and it is not readily available, mark the missing piece on the return. If the client says he’ll return it, we give them 24 hours before we charge. If it’s missing, we’ll potentially charge the card on file.

=== Broken Equipment ===

=== Broken Globes ===

=== Burn-Out ===
Our policy is to not charge for globe burn-outs. However, the client has to be upfront about it!

A burn-out globe put in the spare box and us not being informed means we can send an order out without a working spare. Unacceptable

A missing globe can’t be ascertained as to burn out or breakage.

Equipment Check-out

2019-11-07T13:48:18Z

Rachel: /* Order Prep */

[[Category: Rental Operations]][[Category: CurrentRMS]]

= Order Prep =
Orders should be prepared 24 hours before pick-up to allow time to deal with issues that might arise. Only a single order should be worked on at a time, to minimize confusion and insure nothing is missed.

The person prepping the order should look at the Prep clipboards and select the next order. The clipboard should contain a checkout form similar to this:
[[File:Sample Checkout Form.jpg|center]]

For every line item on the order the steps are as follow (process all the items on a given line first before moving to the next item):

1. Move Items to staging area

If multiple small grip items are part of an order, it’s OK to put them in a milk crate, but ADD the milk crate(s) to the pick-up sheet!

2. Visually Inspect the Equipment & take count
* For equipment kits (dana dolly, teradek, Bartech, generators, etc…) it is essential that all accessories in the package should be accounted for.
* Any accessory NOT included in the kit should have a 0 in the OUT column.
* Any accessory missing should be noted in the comment column and a manager should in informed so replacement can be ordered or the item located.
* Any accessory damaged should be swapped out (if possible) and moved to the repair station. Management should be informed and a note made in the comment.
* Additional accessories/items not on the form should be written down on the form and follow the same process.
* Fabric items should be inspected for tears, rips, holes and noted on the form.
* Overheads that are zip tied are presumed ok. If not zip tied, it should be taken out of the bag and inspected.

When inspected, if a note is made on an item and the item has a asset tag, please note the asset tag # so we can keep track.

3.Test electrical equipment
* Lights should be plugged in to insure they are in working order.
* Walkies should be turned on and checked.

4. Post Inspection
* After an item is inspected / Tested, the OUT column should be updated with the count of items and accessories.
* Put equipment together for client pick-up
* Move clipboard to the Pick-Up Column

= Client Pick-Up =
When the client arrives to pick-up their equipment, grab the clipboard with their order from the Pick-Up column.
# Verify the Order has BOTH the Agreement & the CCA - Current Opportunities default view has Contract, CCA & Paid column indicating the status.
# Verify that the order has been paid for or will be paid for prior to departure.
# Go through the equipment with them, double checking the count in the OUT column.
# Client is free to test the equipment at the shop to insure it is in working order.
# Once satisfied with the entire order, they sign in the signature block.
# Email a PHOTO of all checkout form pages to checkout@jmlrental.com. Subject: CHECKOUT #<order number>. This will be used to update the CurrentRMS order with the correct quantity and track the return.
# Move the clipboard to the Returns column.
a. A rental agent will update the clipboard with the returns form once the order has been updated in current.

b. Do NOT print a return form prior to the agent updating the order.

== Adding to order on the fly ==
Sometimes, additional equipment needs to be added to the order at pick-up.

If the invoice has not been paid:
* Agent should update the Order in CurrentRMS
* Invoice should be updated on Square
* Add the equipment manually to the form
* Ensure updated invoice is paid for prior to departure.
If the invoice has already been paid:
* Agent should create a new order in CurrentRMS for the additional equipment
* New invoice should be generated on Square
* A 2nd Checkout form should be printed and filled out.
* Ensure new invoice is paid for prior to departure.
* Both orders should be on the same clipboard.