Fleet: what is in, out and in maintenance
The daily rack screen for hire bikes: which are on the rack, which are out with a customer, which are overdue, and the one action each row needs.
Last updated 2 September 2026
Front desk → Fleet is the counter's view of the physical bikes. Every non-retired unit shows once, with its state and the one action that matches. Built for a phone at the rack as much as a screen at the desk.
Rates, hire lengths and extras live in the catalogue under Rentals: see multi-day rentals. Spot a wrong rate on the floor? Open the bike here and choose Edit pricing, which jumps to that model in Bikes & extras.
Reading the list
- Each bike is in exactly one state, and physical reality wins over an admin flag
- A bike on a live hire reads Out, or Overdue past its due-back date, whatever else is ticked
- A bike flagged out of service reads Maintenance. Everything else reads In
- An In bike can carry a reserved line naming the customer it is set aside for and when they pick up
- Summary pills count in, out and late, plus maintenance once there is one. Tap one to filter, tap again to clear
- Search takes a name, a fleet number or a frame serial. Bikes group by model, and each group collapses
- On desktop: a table with No., Bike, Size, Serial, Status, Customer and Due back. On a phone: the same rows as cards
The three actions
- Mark returned on an Out bike stamps that hire's bike line as back. An Undo appears next to the row afterwards.
- To maintenance on an In bike takes it out of service, so it stops being offered.
- Back in service on a Maintenance bike puts it back on the rack.
Tap the bike's name for its detail sheet: a cover photo of that exact bike (shown to the customer once it is on a booking), its serial and asset tag, a shop-only Note, a Photos & service history you add dated shots to with an optional service tag, and the Booking history of every hire it has been on.
QR stickers and scanning
- Print fleet produces a sticker sheet for every bike, grouped by model: a QR code, the fleet number in large type, the bike's name, model and size, and its frame serial. Desktop only.
- Scanning a sticker with any phone camera opens that bike's page, behind the normal staff sign-in.
- Scan at the top of Fleet does the same from inside the app, then Scan next bike keeps going.
- No camera? Type the number into the Bike no. box.
The page a scan opens
- Out on a hire: who has it, when it is due, and Mark returned
- Reserved for someone: Hand over records the pickup
- Free: today's bookings that bike could serve, with Assign in one tap, or Swap to this bike if the customer already has another
- Nobody booked and a customer standing there: Start a hire takes their name and contact, a length, and creates the hire, assigns this bike and hands it over in one go
The Condition card is always on that page. Report a problem records what is wrong and takes the bike out of service in one save; Add service note logs what was done and leaves the status alone. Fixed, make available puts it back.