Serialised Tracking
Serialised tracking lets you manage individual units of equipment by their unique serial number. Instead of treating "10 Generators" as interchangeable, you can track each generator separately for maintenance history, location, and rental assignments.
When to Use Serialised Tracking
Serialised tracking is ideal for:
High-value equipment — Excavators, generators, vehicles
Items requiring individual maintenance — Service history per unit
Regulatory compliance — Equipment with certification requirements
Insurance tracking — Unique identification for claims
Non-serialised tracking works better for:
Bulk items — Chairs, tables, barriers
Consumables — Items that don't return
Identical interchangeable items — Where specific unit doesn't matter
Enabling Serialised Tracking
For New Equipment
Create the equipment item as normal
Toggle "Serialised Tracking" to On
Enter serial numbers for each unit
Save the equipment
For Existing Equipment
Open the equipment item
Click Edit
Enable "Serialised Tracking"
Add serial numbers for each existing unit
Save changes
⚠️
Warning: Once serialised tracking is enabled and serial numbers are assigned to rentals, you cannot disable it without losing the unit-level history.
Adding Serial Numbers
When serialised tracking is enabled, you'll see a "Units" section where you manage individual serial numbers.
Click "Add Unit"
Enter the serial number
Optionally add:
Asset tag number
Purchase date
Purchase price
Warranty expiry
Notes
Repeat for each unit
Save the equipment
💡
Tip: Use manufacturer serial numbers when available. For items without serial numbers, create your own consistent numbering system (e.g., GEN-001, GEN-002).
Viewing Individual Units
Each serialised unit has its own record showing:
Information |
Description |
|---|---|
Serial Number |
Unique identifier for the unit |
Status |
Available, On Hire, In Service, Retired |
Current Location |
Yard, customer site, or service workshop |
Rental History |
All rentals this specific unit has been on |
Service History |
Maintenance and repairs for this unit |
Assigning Specific Units to Rentals
When serialised tracking is enabled, you can assign specific serial numbers to rentals:
Add the equipment to a rental
Click "Assign Units" on the line item
Select the specific serial numbers to allocate
Save the assignment
ℹ️
Note: If you don't assign specific units, CloudRent Pro will auto-assign available units at dispatch time.
Unit Statuses
Status |
Meaning |
Available for Hire? |
|---|---|---|
Available |
In yard, ready for rental |
Yes |
On Hire |
Currently out on a rental |
No |
Reserved |
Allocated to upcoming rental |
No |
In Service |
Under maintenance or repair |
No |
Retired |
No longer part of fleet |
No |
Benefits of Serialised Tracking
🎯 Accurate Maintenance
Know exactly when each unit was last serviced and what work was done.
📝 Complete History
See the full lifecycle of every unit — purchases, rentals, repairs, issues.
💰 Better Decisions
Identify units that cost more in repairs than they earn. Know when to retire equipment.
📂 Insurance Claims
Provide serial numbers and history when making claims for damaged or stolen equipment.
Use Case Examples
Generator Fleet
Track 20 generators individually. See which ones have higher failure rates. Schedule maintenance based on hours run, not just calendar time.
Scaffold Components
Track scaffold frames by batch or lot number. When a safety issue is identified, quickly find all rentals using affected components.
Specialised Equipment
Customers request specific units they've used before. Serialised tracking lets you honour these requests.
💡
Tip: You can mix serialised and non-serialised equipment in the same catalog. Use serialised tracking only where the benefits justify the extra data entry.