Introduction
For most projects, hiring plant and equipment is part of the job. A good hiring process can save you time and money by making sure the right equipment is hired for the job and for the appropriate duration.
Equipment and tool management forms are used to control the hire process, and usually involve at least one signed approval step.
Using a Dashpivot workflow, your team can streamline a controlled hiring process. Requests can be made from on site, automatic notifications can prompt approver sign-off, and the register makes it easy to track what's currently on hire — helping you quickly identify any equipment overdue for off-hire or needing a hire extension.
How it works
Key Templates
Asset handover form
Equipment issue form
Equipment request form
Equipment responsibility form
Equipment sign out sheet
PPE issue record
PPE request form
Equipment use agreement
Key Features
Align the way plant and equipment is hired across your team
Automatically notify the approver once a request is submitted
Automatically generate a register of all requests
Quickly filter by date to see when equipment should have been off-hired
Send a PDF copy of the requisition to suppliers for record keeping purposes
Identify where bottlenecks are in your request workflow
Best Practices
Set up your plant request template as a workflow to align the approval process. We recommend including an 'On hire' and 'Off hired' column to clearly indicate which equipment is still on hire (even if the off-hire date has passed), making it easy to identify any overdue hires
Use list fields where applicable (e.g. area, equipment type) to make it easy to find records later via the register view, and filter by list items on any analytics charts
In the template settings, set the form thumbnail to display the plant or equipment name so it's clear what each request is for when viewing the workflow
Getting started
You can access a free equipment and tool management template from Dashpivot's Template Library. Go to Templates > Add Template > Browse free templates.
You can also generate a custom equipment request or hire form template using Storm AI Templates. Go to Templates > Add Template > Build with Storm, then describe the template you need in the prompt field — for example:
"Equipment hire request form with workflow columns for on hire and off hired, list fields for equipment type and area, off-hire date field, approval signature field, and thumbnail set to equipment name."
Select Generate, then click Build. You can also use the voice recorder to dictate your prompt instead of typing.
FAQs
Can I manage equipment hire requests digitally with Dashpivot?
Yes. Dashpivot lets you create equipment request templates with automated approval workflows, track what's currently on hire, and keep a complete register of all requests.
Can I automate approval notifications for equipment requests?
Yes. Set up workflow notifications so the approver is automatically notified as soon as a request is submitted.
How do I track which equipment is overdue for off-hire?
Set up your template with 'On hire' and 'Off hired' workflow columns. Filter the register by date to quickly identify any equipment that hasn't been off-hired on time.
Can I send a copy of the requisition to my supplier?
Yes. You can send a PDF copy of any form directly from Dashpivot, with your company branding and auto-populated project details.
Can I generate a custom equipment request template?
Yes. Use Storm AI Templates to describe the template you need and automatically build it — go to Templates > Add Template > Build with Storm.