Equipment rental
Equipment Rental Software for Simpler Management
Say goodbye to double bookings, late returns and endless hours of admin. With Hector, your equipment catalog goes online: anyone can request a rental in a few clicks. Whether you rent event gear (lighting, sound) or construction machinery, every checkout runs smoothly.
The benefits for your organization
Three reasons teams rely on Hector to manage their rentals.
Self-service
rentals
Your customers book equipment themselves from the mobile or web app. You choose between staff approval or automated self-service, for a simple rental experience on both sides.
Keep an eye on
every asset
One dashboard brings together the whole rental activity: check-in, preparation, assignment, checkout, receipt, return, restocking, breakage. Every detail, anytime, on each of your assets.
Anticipate maintenance and replacements
Track the useful life and depreciation of your fleet. Schedule notifications for maintenance and replacements, and avoid costly equipment breakdowns. A fleet that stays current, and simpler stock management.
From listing to return
01
Build your equipment catalog
Model every item you rent out: photos, barcode or QR, default rental duration, buffer time. Bulk-import from Excel or create records one by one.
02
Publish self-service and set your rules
Put your catalog online. Turn on team approval or automated booking, and set time slots, recurrences and maximum durations per item.
03
Manage bookings, checkouts and returns
A real-time availability calendar shows what is free, booked or out on rental. Scan on checkout and return from the mobile app, and track every status with no re-entry.
04
Track availability, delays and profitability
Know in one click what is available, booked, on rental, overdue or returned. Automatic reminders, late fees and reports: work smarter, rent more.
Track the assets you need
Whatever you rent out, Hector is fully customizable: you build your own inventory to fit your needs. A few example uses:
- Event gear (lighting, sound, staging)
- Tools and construction machinery
- IT hardware
- Vehicles and rolling stock
- Room and space rentals
- Game library and game rentals
- Rental contracts and documents (e-signature)
- and anything else you want to rent out
Hector vs a spreadsheet
Managing rentals in Excel or on paper looks simple, until the first double booking. Here is the difference.
| Criteria | Hector | Spreadsheet / paper |
|---|---|---|
| Double bookings | Blocked by real-time availability | Frequent |
| Equipment availability | Visible in real time, color-coded | Check manually |
| Customer booking | Online self-service (web and mobile) | By phone or email |
| Return and delay tracking | Statuses and automatic reminders | Track it yourself |
| Checkouts and returns | Barcode or QR scan | Manual logging |
| Maintenance and lifespan | Automatic alerts | Forgotten until it breaks |
| Traceability (who, what, when) | Full history per asset | Approximate |
Less effort, more profit
Work smarter and more easily. With our rental management software, you can tell in a single click which items or equipment are available, booked, out on rental, overdue or returned. The app is so intuitive you will find your way around with no trouble.
The best part? It is as simple for you as it is for the people renting from you. Your customers just open the app, submit a rental request, and that is it. Imagine giving your customers a simple, effective experience without lifting a finger.
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Your questions, answered
What is equipment rental software?
Equipment rental software centralizes the management of equipment checkouts: online catalog, bookings, real-time availability, checkouts, returns and restocking. It prevents double bookings and late returns, and gives an up-to-date view of every rented asset, from preparation to restocking.
How does self-service rental work with Hector?
Your customers or team members book equipment themselves from the web or mobile app, using a filterable catalog. You then choose between manual approval by your team or automated self-service.
Can you manage short and long rentals?
Yes. Hector handles short and long rentals, one-off or recurring bookings (daily, weekly, monthly, yearly) and fixed time slots, all from one dashboard.
Which industries is Hector suited for?
Events (lighting, sound), construction and site machinery, IT hardware, vehicles, room rentals, game libraries and games. The inventory is fully customizable to whatever you rent.
Is the availability calendar real-time?
Yes. It shows in real time what is available, booked or out on rental, with color indicators over the next 30 days. A booking can be started directly from a calendar cell.
Can you track delays, maintenance and the lifespan of rented equipment?
Yes. Each rented item has a status tracked in real time (booked, on rental, overdue, returned), with automatic reminders as the deadline approaches and configurable late fees. On the lifecycle side, you schedule maintenance alerts, track asset depreciation and plan replacements to avoid costly breakdowns. The full history stays available, asset by asset.