SP

Worker Guide

Workers handle day-to-day operations — creating rentals, processing returns, managing equipment, processing customer booking requests, and working on assigned tasks. Workers can only see data for their own branch.

1. Logging In

Navigate to /worker/login. Use the credentials your admin provided. Email verification is required before first login.

If you forget your password, use the Forgot Password link on the login page.

2. Dashboard

The worker dashboard shows a live summary of your branch's activity.

Primary stats — Open Tasks, Day Rentals, Point Rentals, Customers.

Operational stats:

  • Pending Bookings — amber card; click it to jump directly to the pending booking list
  • Active Items Out — combined count of all unreturned day + point rental items
  • Overdue Items — turns red when any items are past their due date
  • Revenue This Month — GHS sum of all payments collected this calendar month

Bottom panels:

  • Recent Pending Booking Requests — the last 5 pending requests so you can act on them immediately
  • Due for Return Today — all unreturned items whose due date is today, with equipment name, serial, and customer name

3. Booking Requests

When a customer submits a booking request from their portal, you receive an SMS notification and the Booking Requests badge in the sidebar updates with the pending count.

Viewing requests

Go to Bookings → Booking Requests. Use the status filter tabs (All / Pending / Approved / Rejected / Cancelled).

Bulk actions from the list

On the list page, pending bookings show a checkbox. Select one or more and use the toolbar that appears:

  • Approve Selected — approves all selected bookings. Any that cannot be approved (e.g. an item is no longer available) are skipped and shown in an error banner.
  • Reject Selected — opens a modal to enter one rejection reason for all selected bookings.

Approving a single booking

  1. Click View on a pending request
  2. Review the customer's name, requested equipment, duration, and notes
  3. Click Approve & Create Rental and confirm

What happens automatically:

  • The system checks every item is still available — if any item is unavailable the approval is blocked with an error
  • A Rental or PointRental is created with all items
  • Each specification's status is set to rented
  • The booking links to the new rental
  • An SMS is sent to the customer confirming approval

After approval a View Rental link appears on the booking page so you can jump straight to the rental.

Rejecting a single booking

  1. On the booking detail page, fill in the Rejection Reason field
  2. Click Reject Request and confirm

What happens automatically:

  • An SMS is sent to the customer with your reason
  • An audit log entry is recorded

Auto-expiry

Bookings that remain pending for more than 3 days are automatically rejected overnight and the customer is notified by SMS.

4. Creating a Day Rental

Go to Daily Rentals → Rental POS.

  1. Select the customer from the dropdown (type to search)
  2. Add equipment items by selecting serial numbers from the available inventory
  3. For each item, enter the number of days — the price per day is calculated automatically
  4. Optionally enter:
    • Discount — reduces the total
    • Amount Paid — initial payment at time of rental
    • Deposit — bond collected upfront
  5. Submit

Once submitted, the equipment items are marked as rented and the due dates are set.

5. Creating a Point Rental

Go to Point Rentals → Point Rental POS. The workflow is identical to the day rental with one important difference — the price for each item starts at zero because point rental equipment is billed on the number of survey points plotted, which is only known when the customer returns the equipment.

6. Viewing Rentals

  • Daily Rentals → All Rentals — all day rentals for the branch
  • Point Rentals → All Point Rentals — all point rentals

Click View on any rental to see all rented items with due dates, return status, payment history, and the financial summary.

7. Processing Returns

Day rental returns

  1. Open the rental and click Process Return (or go to Daily Rentals → Rented Equipments)
  2. Click Return next to each item being handed back
  3. Enter any damage fee if the equipment came back in poor condition — the system pre-fills the late fee based on nightly calculations
  4. Enter the payment amount and submit

Each returned specification reverts to available immediately.

Point rental returns

Open the point rental's edit view and click Return on each item. Enter:

  • Points — the number of survey points the customer plotted
  • Damage Fee (if any)
  • Late Fee (pre-filled; adjust if needed)

The system calculates the item charge as (points × price_per_point) + damage_fee + late_fee in real time. Enter the customer's payment and submit to finalise.

8. Extending a Rental

If a customer needs to keep equipment for longer than originally agreed, open the rental's show page and click Extend Rental (visible only when unreturned items exist). Enter the number of extra days and confirm. The system extends the due date for all unreturned items and adds the extra cost to the rental total.

9. Equipment Management

Workers have full access to manage the equipment inventory for their branch.

Categories

  • Daily Rentals → Category — add/edit/delete day rental categories
  • Point Rentals → Point Category — add/edit/delete point categories

Equipment

  • Daily Rentals → Equipments — manage equipment types
  • Point Rentals → Point Equipment — manage point equipment types

Specifications (Units)

  • Daily Rentals → Specifications — manage individual units (serial number, price per day, condition, status)
  • Point Rentals → Point Specifications — manage point specification units (price per point)

Important: Set a specification's status to maintenance when it is out of service so it disappears from the Rental POS and customer booking forms.

9. Equipment Availability

Go to Operations → Equipment Availability.

Select a date range and click Check. The page shows four tables — Available Day Equipment, Rented Day Equipment, Available Point Equipment, Rented Point Equipment. Use this to answer customer availability questions and to plan before approving booking requests.

10. Customers

  • Customers & Uploads → Customers — view, add, and edit customer profiles
  • From a customer profile you can see their full rental history

When adding a new customer, collect:

  • Full name
  • Email address (used to log in)
  • Phone number (used for SMS notifications and OTP login)
  • Address (optional)

A password is not required — customers log in via phone OTP. The customer will receive a verification email to activate their portal account.

11. Tasks

Viewing your tasks

Go to Tasks → My Tasks to see only tasks assigned to you.

Go to Tasks → All Tasks for all tasks in the branch.

Updating a task

  1. Open the task from the list
  2. Update the status (To Do / In Progress / Done)
  3. Add a comment to explain progress or flag a blocker

12. Projects

Go to Customers & Uploads → Projects to browse and manage all projects for the branch. You can upload project files (survey reports, PDFs, images) for customers to download from their portal.

13. Global Search

A search bar is available in the top navigation bar on every worker page. Type a customer name, phone number, rental ID, serial number, or booking ID and press Enter. Results are grouped by type and scoped to your branch.

14. Profile & Password

Go to your profile via the top-right dropdown or /worker/profile.

  • Update your name, email, phone, and address
  • Change your password (current password required)
  • Update your profile image

Keep your phone number up to date — it is used when SMS notifications are sent to branch workers about new booking requests.

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Customer Guide