Hire out karts and kit

A new Cadet wants an arrive-and-drive kart for Saturday, a privateer leaves his chassis in your unit for the winter, and you have a spare engine that needs to be with whoever is racing it this weekend. You want to know where every bit of kit is, who has it, and that each hire or storage fee ends up on the right invoice.

Managers do all of this on the web portal. Drivers see their kit and their hires in the app.

Before you start

• Manager: a team on AVB RaceLabs with an active team plan, and access to the web portal.
• Driver: the app, and membership of the team.
• The kit you want to register, with its make and, for engines, its hours.

Manager: build the register

1. On the web portal, open Team > Assets in the sidebar.
2. Click Add asset. Choose the Kind (such as Complete kart, Chassis, Engine or Tyre set), give it a Label, and add Make, Model, Serial and Purchase date if you have them.
3. Set Ownership: Team-owned, Driver-owned (choose the driver who owns it) or My own.
4. For an engine, fill in Engine hours, Hours since rebuild and Rebuild due at (hours). The register flags an engine that is due.
5. Click Save asset.

The Fleet count at the top shows each kind of kit, split by make, with how many are Available, On hire, With a driver, in Maintenance or Retired.

Good to know: Kit a driver owns is marked Not for hire. The team can't hire it out, and it stays in the register if the driver leaves. To hire it, change its owner to the team.

Manager: assign kit to a driver

1. Click Open on the asset.
2. Under Custody, choose the member in Assign to, add a Note if you like, and click Assign.
3. When it comes back, click Take back.

The asset's History keeps every assignment with its dates, such as "Alfie held it from 3 May to 21 June". The driver sees what they hold under My kit in the app.

Manager: store a kart for a fee

1. Open the asset and go to Storage.
2. Choose who it is Billed to, the Rate, the Period (Per month or Per season) and the Start date.
3. Click Start storage. The first period is charged at once.
4. Later periods are raised when you click Run recurring storage charges on Team > Money, Charges tab. Running it twice never charges a period twice.
5. When the kart goes home, click End storage. The final period is still billable.

Manager: set your hire rates

On Team > Rentals, the Rate card sets what you charge. Choose an Asset or a Kart class, the Basis (Per session, Per day or Per weekend), the Rate and what it Includes, then click Add rate.

Availability shows which days an asset is already booked: choose the Asset, From and To, and click Check.

Manager: book a hire

1. On Team > Rentals, under New booking, choose the Asset and the Renter.
2. Set the Start date and End date. Dates are inclusive: a booking ending on the 5th clashes with one starting on the 5th.
3. Choose the Basis. The Rate comes from your rate card; type a rate or a Total to override it for this booking only. Add a Deposit if you take one.
4. Click Book.

The portal shows "Booking created. Its hire charge is in Money, ready to invoice." The hire is charged when you book it, so it is on the driver's account straight away and goes on their next invoice.

A booking that overlaps another is refused, and the message names the clashing booking. A booking for driver-owned kit is refused too.

Manager: send it out and get it back

1. Click the booking on the Hire board to open it.
2. When the kart leaves, add Handover photos under Condition photos if you like, then click Send out. It reads Out on hire.
3. When it comes back, add Return photos, check it over, and click Mark back in. It reads Back in, and any dates left on the booking are free to book again.

Sending out and marking back in never charge anything more. The booking's History lists each step with who did it and whether it happened on the booked day or early or late.

Cancel a booking

Open the booking and click Cancel booking. Its hire charge is cancelled too, and if it was on a draft invoice the line comes off the draft.

If the charge is already on an issued invoice, the booking can't be cancelled. The message under the buttons tells you to credit it on that invoice first (Money > Invoices), then cancel the hire.

Reading the result

The Hire board on Team > Rentals shows every hire by where the kit is:

• Booked: not gone yet, with "Goes out" and the date.
• Out on hire: with the renter, and "Back by" the end date.
• Due back: the end date has passed and nobody has marked it back in, with how many days overdue.
• Back in (30 days): returned recently.

In the app, drivers see their bookings under My rentals with the dates, basis, rate, total and deposit, and the kit they hold under My kit, with each engine's hours and whether a rebuild is due.