Help & Documentation

• Scan to tick: with a hardware barcode scanner or the camera, scanning a gear item's code checks off the matching prep item — auto-generated gear rows match by their source, hand-typed rows by name. A re-scan warns instead of un-ticking, and unknown codes are reported, never swallowed

Prep checklist (Rental tab, inside a project)

— Internal gear-preparation tasks for the shoot day. Items can be added manually or from a checklist template; live progress bar; export as PDF for records.

Delivery Note (inside a sub-rental)

— Auto-populated from the sub-rental's manifest. Tick each item as it's handed over to the renter. Two on-screen signatures (provider + renter).

Return Note (inside a sub-rental)

— Same manifest as the delivery note, but at return time. Each item gets a condition annotation (OK / Damaged / Missing). Two signatures again.

• Pickup Lists: on the Rental tab, the toggle above the prep checklist switches to the project's booked gear, grouped by provider — owned gear, each rental house, each crew member — with a checkbox on every row to tick by hand as it is loaded. It replaced the scan-only check-out / return panel; see 'Check-out scanning and RFID — what replaced it' below.

The prep checklist is per-project and sits on the project's Rental tab, below the rental workflow — it is a section of that tab, not a tab of its own. It's where gear-prep tasks live before the crew goes out.

1. Open the project, switch to the Rental tab and scroll down to the prep section. Keep the toggle above the list on 'Checklist' — the other option, 'Pickup Lists', shows the project's booked gear grouped by provider instead.
2. Add items manually, or press 'Apply Template' to fill the list from a template — a built-in one such as 'Standard Camera Prep', 'Audio Department Prep' or 'Lighting Prep', or one you saved yourself.
3. Tick items as they're completed. The progress bar updates live.
4. Optionally give an item a due date: press the calendar icon on its row ('Set due date'); the small ✕ beside a date clears it, and overdue items are flagged. Prep items have no notes field.
5. Export the completed prep checklist as a PDF for the production records.
6. Pickup checks and the gear list stay in step both ways: tick a pickup box and the item's status becomes 'Picked up'; set the status to 'Picked up' in the gear list and every pickup box for that item is ticked. Clearing either one clears the other.
7. Gear split across two providers is counted by quantity. An item of 4 supplied as 2 + 2 does not flip to 'Picked up' when only the first house is collected — the gear list shows '2/4 picked up' beside the status until the second house is checked off too. Single-provider items have no partial state.

The Rental tab used to carry a second panel below the prep checklist that counted the project's booked gear as it passed a scanner, with a Continuous (RFID) mode for UHF readers. It was removed in v0.833.1: every row in it could only be advanced by a scan, so a production with no reader — or with unlabelled gear — was left looking at a list of 'not scanned' it could never clear. Use the Pickup Lists toggle instead.

1. Open the project's Rental tab and switch the toggle above the checklist from 'Checklist' to 'Pickup Lists'.
2. The same booked gear appears, grouped by the provider each item comes from — owned gear, each rental house, each crew member.
3. Tick each row by hand as it is loaded. An item flips to 'picked up' in the gear list once all of its rows are checked.
4. Use the export button for a printable pickup list, or 'Reset all' (it asks first) to clear the checks for the next load.

The prep checklist shows its progress live, above and inside the list.

• A progress ring above the checklist shows the percentage done; the ring turns green at 100 %.
• Beside the ring, the overdue, pending and done counts double as filters — press one to show only those items, press it again to show all.
• The checklist header shows the absolute count (e.g. '12/15 completed') with a progress bar underneath, and an overdue count when any item is past its due date.
• Items with due dates group by date, and each date group's header carries its own count (e.g. '(7/9)'), so you can see which day is lagging without scrolling the whole list.
• When every item is ticked, the list shows "All items completed!".
• On the dashboard, the progress tooltip of the project's card lists the pending checklist tasks, or reads 'Checklists complete'.

These are sub-rental documents. Open them from inside a sub-rental transaction's detail view (Sub-Rentals page → transaction → Delivery Note / Return Note).

1. Open the sub-rental transaction.
2. Open Delivery Note (at handover) or Return Note (at return).
3. Checklist auto-populates from the transaction's manifest.
4. Tick items as they change hands.
5. On return notes, set the condition of each item (OK / Damaged / Missing). Condition annotations feed into the linked Owned Gear's condition history.
6. Expand a line with components to set the condition of each part on each unit — the tophandle, the cage, the batteries. Component condition is recorded separately from the unit's, so a body that came back minus its handle reads as exactly that.
7. If anything is flagged damaged or missing, a Request step appears. It lists what did not come back — each component by its own name, under the item it belongs to. Preview the notice (it is the PDF the renter receives), then send it as a link by email, draft a mail with the PDF attached from your own mail app, or just download it. The renter answers per line — bringing it back, or reporting it lost, explaining anything damaged — and you then record per line whether it was Returned, Billed or Written off.
8. Capture both signatures (provider + recipient).
9. Export the PDF. Save the file or print for the on-site paper trail.

Two signature fields on delivery and return notes — one for the provider (you), one for the recipient. Both are drawn on the screen with a finger, stylus or mouse; 'Sign full screen' opens a larger pad.

• Provider signs first, recipient signs after. Order matters for the visual layout but not for legal weight.
• Either party can clear and redraw before saving — unlimited retries before lock.
• Saved signatures are embedded in the exported PDF and timestamped.
• On touch devices, a stylus produces noticeably cleaner signatures than a finger.

• The prep checklist exports grouped by due date, each item with its tick, and the completed count at the end (e.g. '12/15 completed').
• Delivery and return notes include all manifest items, condition annotations, and both signatures.
• Condition scratch-sheets from Owned Gear are appended automatically to delivery-note PDFs — for every scratch-eligible category (lenses, monitors, cameras, gimbals, FIZ controllers, viewfinders, director monitors).
• Your logo + accent colour from Settings → Account → Signature & Branding apply to the PDF header.
• PDFs can be printed or shared via email / messaging.
• "Send via Email" on a finalized note opens your share sheet with the PDF already attached — pick Mail and send. The sheet has no To: field, so the toast names the renter address and offers a one-tap copy. On browsers without file sharing the PDF downloads instead and the draft asks you to attach it.

Templates make checklists reusable across projects.

1. Build a prep checklist that works, on a project's Rental tab.
2. Press 'Save as Template' — the bookmark icon in the checklist header. It appears once the list has at least one item.
3. Type a name and press 'Save'. The item names are stored as a prep template — ticks and due dates are not — and the template is available account-wide.
4. In any project, press 'Apply Template' in the same header. The picker lists the built-in prep templates, badged 'Built-in', alongside your own.
5. Press 'Apply' on the one you want. If the checklist already has items you are asked first, because applying replaces them. Your own templates can also be renamed or deleted from the picker, and any template — built-in ones included — can be duplicated.

Generate from project data (the second sparkle button in the checklist header) drafts prep items from what the project already holds — its gear, crew, rental houses and shoot schedule — and shows them to you before anything is added. No AI is involved. Where the project has a prep period, suggestions arrive with due dates taken from it.

• Suggestions are grouped into Gear Items, Technical Prep, Crew Confirmations and Calendar & Logistics.
• Every suggestion starts selected. Untick what you don't need, or use Select all / Deselect all.
• Suggestions the checklist already contains are listed separately as Already in checklist and are not added twice.
• 'Add N selected' appends the chosen items to the checklist; nothing already there is replaced.
• A project with no gear, crew or shoot dates has nothing to suggest, and the preview says so.

Generate with AI (the sparkle button on a checklist) drafts checklist items from the project's gear, crew and schedule. It works with or without an AI provider.

1. Open the project's checklist and press Generate with AI.
2. Check the project summary on the Context step, optionally add focus notes, and press Continue to AI Generation.
3. With AI set up (Settings → Account → AI Integration, switch 'Checklist generation in the app' on): press Generate checklist in the 'Generate in the app' box. Your own key or the on-device model drafts the items.
4. Without AI: copy the prompt, open ChatGPT, Gemini or Claude, and paste the JSON reply back into the box.
5. Review the drafted items, untick any you don't want, and press 'Add N Items'.