HireHop and HireCheck: put a condition report link on every hire document

A hire shop in the UK asked me this week whether HireCheck works with HireHop. He uses it every day, and he wanted his customers to see a machine's condition before they signed for it. I did not want to guess, so I opened a HireHop trial and went through the settings myself.

Short answer: yes, and it works well because of one HireHop feature. It lets you add a custom field to each individual asset.

Why the asset field matters

HireCheck gives every machine its own condition report link, because each one has its own inspection history. Some hire software stores custom fields on the product, which causes trouble when you own two identical machines. HireHop stores them on the asset, so two identical excavators can each hold a different link. Each document shows the unit that is actually going out.

How to set it up

1. In HireHop, click your name at the top right and switch to Administrator mode.
2. Go to Settings, Company settings, Custom fields. Select Assets and click New.
3. Create a text field called "Condition report link". Raise the maximum length above the default of 45 so a full HireCheck link fits.
4. Open each asset and paste in its HireCheck link. You copy the link from the equipment's page in HireCheck.
5. Go to Settings, Documents, and edit a copy of the document you use, such as your rental agreement or check-out list. Insert the custom field from the field list in the template editor, inside the part that lists each item.
6. Generate a test document from a job and click the link to check it opens the right machine.

The link never changes. Every new inspection you record in HireCheck updates the same page, so you set this up once.

What this does not do yet

I want to be clear about what you are getting. This is a link in a field, not a live sync. HireCheck does not read your HireHop jobs, and HireHop does not read your inspections. You paste each link once, and after that it works.

I tested the field setup in a HireHop trial account. I have not yet tested the template step on a live paid account, so if you set it up and something in step 5 looks different, tell me and I will fix this guide.

Signing terms and conditions

The same shop asked whether his customers could sign the terms and conditions at the same time as the condition report. Today, HireHop's eSign sends one document to the customer. If your terms sit inside that document, the customer signs them in one go, and the document can carry the condition report link. The customer still signs the condition report itself in HireCheck.

A single signature covering both is possible, because HireHop has an API that accepts file uploads to a job. I would build it only for shops who tell me they will use it. If that is you, reply to any of my emails and tell me how many machines you hire out.

The full setup steps are in the HireCheck user guide.