A sanitary company rents out portable toilets and services them on construction sites and at events, and also cleans public restrooms. Units move between sites, and the customer may dispute whether a toilet was emptied, cleaned or already damaged when the driver arrived.
Make every portable toilet an asset with a QR code
Create an asset for each unit, with the number painted on it as the custom ID, and stick a QR code with that ID on the door. Leave the location empty, because units move between sites. Drivers scan the code, so each report belongs to that unit and builds its service history. See Tracking assets such as bins and vehicles.
Make each rental order a project
Create a project for each rental, with your order number as the custom ID. Give an event its From and To dates, and set an open-ended contract to Permanent. Drivers pick the project, so the customer’s reports are in one place. See Grouping reports by project.
Tag each service visit
Use tags (previously called types) for what the driver did and found: Delivered, Emptied, Cleaned, Refilled, Collected, Damaged and Missing. Make the category require at least one tag, so no report is saved without it. Reports then show which units were serviced and which need attention. See Grouping tags into categories.
Example: at a summer festival, a driver scans each toilet, photographs it after emptying and tags the report Emptied and Refilled.
Send drivers a task with the location
Give a driver a task for each delivery, service round or pickup. Set the task location, so the driver sees where the units stand, and write in the description how many units to service. Attach the rental’s project and the tags to use. See Creating and assigning tasks.
Alert the office when a unit is damaged or missing
Set an email alert on the Damaged and Missing tags, so the office can contact the customer or plan a replacement. The alert goes out only when a new report has the tag. See Activating an email alert notification.
Which features to use
| Feature | Use it? | How |
|---|---|---|
| Assets | Yes | One per portable toilet, with a QR code on the door |
| Projects | Yes | One per rental order, order number as custom ID |
| Tasks | Yes | One per delivery, service round or pickup, with GPS location |
| Email alerts | Yes | Damaged and Missing to the office |
| Places of interest | Sometimes | Depots and permanent restrooms you service regularly |
| Public links | Sometimes | Show an event organiser or site manager every service visit |
| Venzeo™ Request | Rarely | Ask a site manager for a photo of a unit reported missing |
To close a driver’s task when the service is recorded, see Completing tasks automatically with a closing tag.