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inspHire - IPAF Summit 2015 Speaker

Jun 2, 2015

inspHire continue to applaud the work IPAF do to make working environments safer through education and training. After Ron DeFeo’s speech at the IPAF Summit a couple of years ago in Miami, FL, around statistics and safety in the industry, inspHire couldn’t help but think of ways they could leverage technology in their product to complement IPAF’s efforts in minimizing accidents in the workplace. Having worked in the industry for 17 years and dealing with over 1,000 businesses, Marc Tedeschi, Business Development Manager for inspHire Rental Software, found it strange that he had never been asked about software functionality related to safety. So, when asked at The Rental Show 2015 in New Orleans if he would be interested in speaking at the IPAF Summit last month, this topic came to mind immediately.

Here are just a ways that inspHire’s software solutions could help you improve the safety of your work environment, which Marc spoke about at the event…


Reporting is one of the most basic forms of data output, but it’s also one of the most important. Typically software solutions have hundreds of reports available out of the box. Some of the ones that directly impact safety include: Service or Maintenance Due, Inspections, Certificate Expirations, Service History, Slow Rent to know what has been sitting idle too long. It’s critical that the data is timely, accurate and specific to your needs. In addition to the canned reports that are part of the solution’s product offering, it’s also important that you have the ability to customize existing reports or create brand new ones, and export data to other programs like Excel, which allow you to slice and dice the data for extra analysis by sorting, charting, or running pivot tables. Another key feature is an automatic reports scheduler which allows you to preconfigure filters for specific reports and have the system not only generate, but email them to specific recipients at the desired date and time. These can also be set on a recurring basis. For example, the Service or Parts Manager may want a report for all equipment requiring planned maintenance for the upcoming week. And they may want this report sent to them every Monday morning prior to the start of the day. Having these reports generated and sent automatically to multiple people helps you not only plan your workload better, but items are less likely to slip through the cracks resulting in equipment that is safer to use giving operators more confidence.

Planned Maintenance

Keeping equipment maintained according to manufacturers’ recommendations is critical to minimizing machinery failure which in turn results in a safer work environment. Your software should have the capability to set up maintenance schedules. The schedules typically fall into the category of time, such as an annual inspection, by usage, such as a 250-hour service, or a combination of both as in “whichever comes first”. Setting a time-based schedule is usually done through a simple calendar. A usage schedule can be generated using meter functionality. The meter can be identified by the end user as usage hours, mileage, or fluid level for a specific piece of equipment. There are also telematics solutions that allow you to check meter readings remotely.

Off-rent inspections allow you to automatically book equipment directly to the Service Department when it comes off-rent. And you can specify which equipment this pertains to. This functionality also allows you to create the types of inspections to be performed based on the type of equipment that is coming off rent. An electric scissor lift will likely have different steps that the inspection of a diesel generator. The off-rent inspection also gives you the opportunity to update meter readings, check for excess wear and tear, take new pictures and make sure it is safe to put back into the rental fleet.


Accessories are items that you rent out, sell, or purchase with a parent item on a rental contract, sales order, invoice, workshop job, or purchase order. They can be classified as Safety, Optional, Mandatory, or Kit Items. These accessories appear in a drop down list with checkboxes as the end user adds equipment to a contract. So, the process is automated and doesn’t require the end user to remember what gear goes out with specific equipment.

Document Management / Certificates

In addition to storing inspection documentation, meter readings, and pictures, your software should allow for storing multiple documents against an asset. Examples of documents could include certificates, brochures, operating instructions, and safety information. Your software should also automate the printing of these saved documents in conjunction with the printing of contract documents. It might be a good idea to have a brochure automatically printed with a quote to help sell the asset. More related to safety, it would help if the software automatically printed the operating instructions and safety information to accompany a delivery ticket. The more information an operator has, the less likely an accident will occur due to user error.

Business Alerts / Mobile Working

Business alerts allow you to have the system automatically notify an individual when an action is processed in the system. For example, when a piece of equipment is brought in off-rent, an email can automatically be generated to the Service Manager to let him know that something needs his attention. There are literally hundreds of actions that can trigger an email to be sent and keep everyone “in the know” to prevent things from “slipping through the cracks.” Our Mobile Working functionality allows the end user to send push messages to other personnel that can retrieve the information via their smart phone or tablet. There are a lot of features in this area of the system, but the important safety benefits are speed and minimizing human error. For example, pushing a pick ticket to a yard worker’s device allows him to scan the proper piece of equipment without having to read someone’s handwriting. In-turn, the yard worker doesn’t have to handwrite the serial number of the selected piece of equipment. So, the process is fast, seamless and eliminates the guess work. Accidentally allocating the wrong piece of equipment to a contract could have serious safety consequences.

It’s important that inspHire utilize the latest technology to help customers keep their equipment in top working order, keep track of important documents, take advantage of reporting tools and dashboards to spot trends and track exceptions, and keep everyone “in the know” with automated report deliveries, business alerts and dashboards.

If you have a requirement that is important to you, please let us know about it. We take our customer requests very seriously, so please reach out to me and I’d love to hear your ideas and any questions you may have.

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