Check returned gear before re-renting it
Every return is checked against what went out, and nothing shows as available until someone has looked at it.
Operations · Property management · When something happens · Updated
Works with
- Slack
- Airtable
- Gmail
- Microsoft 365
- Superhuman Mail
Slack
Airtable
Gmail
Microsoft 365
Superhuman MailHow do you check returned gear before you rent it again?
To check returned gear before you rent it again, send each return form to Maito. It compares the form with the dispatch record, lists what is missing or damaged, marks the unit as needing inspection in your inventory system, warns you if it is booked out soon, and drafts the note to the customer for your approval.
How it's done today
Staff jot damage on the return slip and the gear goes straight back out.
What Maito does
- Match returned items to the dispatch record
- Pull condition notes from the return form
- List missing or damaged items
- Hold the unit until a person signs it off
Example
Loop run: Return form submitted · KX-40
KX-40 mini excavator is back from Delgado Landscaping (rental R-2291, returned 4:12 PM). Out: 18 in. bucket, 24 in. tooth bucket, thumb, key set Back: 18 in. bucket, thumb, key set Missing: 24 in. tooth bucket Driver's notes on the return form: 2 in. scratch on the left track cover and a hydraulic hose seep. Catch: it's booked out again tomorrow at 7:00 AM to Pruitt Builders. I've marked it Needs inspection, so it no longer shows as available. From the return form and the dispatch record in the inventory system.
@Maito Draft a note to Delgado about the tooth bucket. No charge yet, I'll decide after Raj looks at the hose.
Draft is in your inbox for approval. It asks them to check the trailer and reply by noon tomorrow, and mentions no charge. I've asked Raj to inspect the hose before 7:00 AM. The unit stays held until he signs it off.
Maito (4:21 PM):
KX-40 mini excavator is back from Delgado Landscaping (rental R-2291, returned 4:12 PM).
Out: 18 in. bucket, 24 in. tooth bucket, thumb, key set
Back: 18 in. bucket, thumb, key set
Missing: 24 in. tooth bucket
Driver's notes on the return form: 2 in. scratch on the left track cover and a hydraulic hose seep.
Catch: it's booked out again tomorrow at 7:00 AM to Pruitt Builders. I've marked it Needs inspection, so it no longer shows as available.
From the return form and the dispatch record in the inventory system.
Luis (4:30 PM):
Draft a note to Delgado about the tooth bucket. No charge yet, I'll decide after Raj looks at the hose.
Maito (4:31 PM):
Draft is in your inbox for approval. It asks them to check the trailer and reply by noon tomorrow, and mentions no charge. I've asked Raj to inspect the hose before 7:00 AM. The unit stays held until he signs it off.
How to set it up
- Ask your agent
“Whenever a return form is submitted, compare it with the dispatch record, list anything missing or damaged, and keep the unit off the available list until Raj has inspected it. Post in #rentals.”
- Connect inventory system
- Airtable
- Shopify
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Use forms
- Typeform
- Tally
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It sees only what the return form and dispatch record say. It cannot inspect the equipment, so damage nobody wrote down goes unnoticed.
Questions
From a form built in Typeform or Tally. Maito compares it with the dispatch record in Airtable or Shopify.
No. It drafts a note, and you decide on any charge after someone inspects the unit.
It marks the unit as needing inspection so it no longer shows as available. It stays held until you or your inspector release it.
