User Management

Control who has access to your organization and what they can do:

• Invite users - Add team members by email address

  How Joining Works - Seamless Experience

  1. Admin adds user: Enter the user's email address in User Management and assign their role and site access.
  2. User receives email: They'll get a welcome email explaining they've been added to your organization.
  3. User signs up: They visit offhire.co.uk and sign up using the same email address you added.
  4. Instant access: After email verification, they're immediately connected to your organization.

  Alternative: Manual Acceptance

  If a user already has an account when you add them, they can accept via "Invitations" in the menu or Settings.

• Set permissions - Choose what each user can access:
  • → Admins can manage everything including users and settings
  • → Members can add/edit rentals and send emails
  • → Viewers can only view information (read-only)
• Site visibility - Restrict members to specific sites (optional)
• Block users - Temporarily disable access if needed
• Users can leave - Team members can remove themselves from an organization at any time via Settings, unless they are the sole admin

Organizations: Why We Use Them

Why we built it this way:

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  Separate companies, separate data - If you own multiple companies (e.g., "ABC Construction Ltd" and "XYZ Builders Ltd"), you need completely isolated data. No risk of mixing up sites, rentals, or supplier contacts between businesses.
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  Contractors working for multiple clients - If you're a site manager working for different companies, you can belong to multiple organizations and switch between them easily.
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  Clear billing boundaries - Organizations align with billing. Each organization is billed separately based on their sites, making accounting clean and transparent.
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  Team collaboration without confusion - Multiple users can belong to the same organization and work together, while keeping data separate from other organizations they might also belong to.

How it works:

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  Each organization has its own rentals, sites, contacts, templates, and team members
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  Switch between organizations using the dropdown menu in the top-right (if you belong to multiple)
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  When you sign up, you'll either create a new organization or be invited to join an existing one by an admin
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  Data is completely isolated between organizations for security and privacy

Password & Security

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  Change password - Request a verification code by email, then set a new password
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  Forgot password - Use the reset link on the login page
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  All passwords are encrypted and cannot be viewed by anyone

Managing Rentals

• Add rentals - Click "+ Add New Rental" and enter equipment details
• Photo evidence - Upload up to 10 photos showing equipment condition

  Understanding Photo Timestamps

  Each photo shows two different times on the watermark:

  • "Photo Captured At" - The actual moment the photo was taken (from camera EXIF data). This is the true timestamp that proves when the equipment was photographed.
  • "Photo Uploaded At" - When the photo was added to Off-Hire Alarm as EXIF data could not be extracted.

  💡 Tip: The "captured at" time is what matters for disputes - it proves the equipment condition at a specific moment.

  ⚠️ Important: EXIF Data Availability

  Off-Hire always attempts to extract the "Captured At" timestamp from your photo's EXIF metadata. This works reliably when you take photos directly from your phone's camera app.

  However, the "Captured At" time cannot be guaranteed in certain conditions, such as:

  • Photos edited or processed by third-party apps
  • Screenshots or images downloaded from the internet
  • Photos with stripped or corrupted metadata
  • Some camera settings that disable EXIF data

  Off-Hire cannot take liability if the "Captured At" timestamp is unavailable. For best results, always take photos directly from your device's native camera and upload as soon as possible.

• Notifications - Choose automatic emails or manual reminders
• Status tracking - Cards are color-coded: Red (overdue), Yellow (soon), Green (plenty of time)
• Edit or close - Click the three-dot menu on any rental card

Email Templates

Customize the emails sent to suppliers:

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  Subject line - Use placeholders like {item_name}, {contract_ref}, {end_date}
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  Message body - Write your off-hire notice with automatic details
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  Multiple templates - Create different templates for different situations
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  Preview - See exactly how your email will look before using it

PDF Export

Generate professional reports for invoicing and record-keeping:

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  Filter options - Export by site, supplier, or date range
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  Include photos - Optionally embed photo evidence in the PDF
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  Group by site - Organize rentals by location or chronologically
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  Email tracking - PDFs show which rentals have been notified and when