How to · Car and tractor rental

Car and tractor rental: from data to a working system

Native Rent how-to. Example industry: vehicles and heavy equipment (cars, Bobcats, tractors). Object and field names stay generic (Rentable, Rental Rate, Rental Transaction); do not rename packaged labels to car/vehicle — local words belong in subscriber page layouts and reports only.

What you'll do

1. Do Part A — Install and access once on the hub. For hourly hire, turn Use Date and Time On there (A4).
2. Part B: create one serialized equipment Rentable and its time rates and fees.
3. Part C: book → (optional) pay → check out → check in, including a post-rental charge.
4. Part D (optional): Search, Scheduler, reports, fleet damage locations.

Part B — Build the data (vehicle / tractor example)

What you'll do

Create the minimum records so search and booking work: one Rentable per machine plus its Rental Rates. Classification is optional, but Manufacturer is often useful for fleets (brands like Bobcat).

Rentable (each serialized machine) → Rental Rates (Hourly / Daily / Weekly + fees)
         ↓
   optional: Manufacturer, Model, Rentable Category, Rentable Type

B1. Create a Rentable (one machine)

A Rentable is one item you rent out — here, one serialized vehicle or tractor.

1. Open the Rentables tab. Click New.
2. Set Name to something staff recognize — for example a serialized equipment Rentable named by model and unit number (generic example: Bobcat T770 — unit 12). Use your own fleet names.
3. Leave Is Add-On unchecked for the machine itself.
4. Fill other fields your org uses (Description, Status, Deposit Amount). See chapter 3.
5. Save.

Add-ons (optional): non-serialized attachments (buckets, forks, trailers) can be separate Rentables with Is Add-On checked and a Quantity. Demo checklist rate for an add-on: one Daily rate of 45. Restockable marks add-ons that return to stock at check-in when the Check In version that reads Restockable is active in your org (older Active Check In does not return stock yet).

B2. Create Rental Rates (packaging org demo set)

Create these on each machine Rentable. Rates below are demo dollars — adjust for your price list.

All rows: Active = true, Required = false.

Steps for each row:

1. Open Rental Rates (or New from the Rentable's related list). Pick the Rentable.
2. Set Charge Name, Charge Type, Rate (or Charge Rate % for Tax with Rate blank).
3. Set Charge Due where listed — post-rental charges must have a Charge Due containing "Post" to be offered at check-in.
4. Set One Time Charge, Is Taxable, Active. Save.

Only Active rates are used. Detail: chapter 4, chapter 7, Set up a Rentable and its rates.

Car fleets: the car profile also lists post-rental fuel, mileage, tolls, and smoking charges — add them as local Service rates if your fleet needs them. The tractor demo set deliberately leaves those labels out.

B3. Sanity check (minimum)

• The machine Rentable exists with Active Hourly, Daily, and Weekly rates.
• Search or the Rentables list finds it.

B4. Optional — classification

None are required to book. A published migration order (Manufacturers first) is optional and not a prerequisite.

Part C — Working system smoke path

What you'll do

Run one hire end to end. Short hire tip: with Use Date and Time On (hub A4), a booking under 24 hours uses the Hourly rate when present; multi-day uses Daily/Weekly.

C1. Book

1. Start from Search Records (often Start Rental) or the Rentable. Exact button labels can vary by Lightning page.
2. Pick or create the customer Contact.
3. Enter start and end date/time (e.g. a 4-hour hire to test Hourly).
4. Choose the machine; availability blocks real overlaps only (Cancelled/Completed never block).
5. Choose rates; add Damage Waiver (elective) and any add-on attachment.
6. Review and confirm. Open the new Rental Transaction.

Detail: chapter 5.

C2. Take a payment (optional)

Run Payment (NR_Payment_Screen); enter Amount Received Now, Method, Status; save. A Payment Log row is created. Exact action label can vary by page layout. Chapter 8.

C3. Check out

Start Check In/Out (Checkout_Process), select Reserved/Confirmed lines or Check out all, Next. Lines move to Checked Out. Chapter 9.

C4. Check in

1. Start CheckIn_Flow; enter actual return date and time.
2. Late return: grace/prorate from settings; extra time uses the original line's rate.
3. Damage Check if needed (Damage_Location, photos as Files).
4. Pick Post-Rental charges — test Cleaning (95) or Consumables for fuel; tax added per chapter 7.
5. Finish; rental becomes Completed when no line is open.

Out of service: a damaged machine cannot be rented until repair status is Ready for Rent or Repaired & QC Passed. Chapter 10.

C5. Smoke checklist

• [ ] Non-admin with Native Rent permission set booked a short hire that priced on Hourly.
• [ ] Payment saved and Payment Log exists (if tested).
• [ ] Checkout set lines to Checked Out.
• [ ] Check-in added a post-rental charge and completed the rental.

Warn: NR_Edit v17 — don't save date edits on rentals with multi-unit add-ons until the fix ships.

Part D — Optional next

• Search Records — filter by Manufacturer/Category/Type via field sets. Chapter 14.
• Scheduler (Native Planner) — separate product; timeline view suits hourly fleet hire. Org-specific Planner setup is outside this how-to.
• Reports — Native_Rent_Reports / Dashboards (chapter 13). Local reports to consider: vehicles out of service, late returns, post-rental charges, damage included in documents.
• Damage_Location__c — for car/fleet orgs, keep or add Hood, Bumper, Windshield locally when the packaged picklist goes generic (installed orgs keep old values). Add other fleet values in the subscriber picklist, not the package.

Related docs

Still open

• Restockable stock return: field exists; check-in returns Restockable add-on quantity when that Check In version is active (not in older Active Check In).
• Per-rate Pro-Rating checkbox — not built.
• Checkout email from Checkout Email Template — not live yet.
• Screenshots: pending from QA for vehicle / settings steps.
• Rates on this page are demo dollars from the 2026-10-23 checklist.