Picture a little rental outfit by the lake. Six quads, a couple of side-by-sides, and a trailer. A family runs it. Mom books the rentals, one of the kids handles the check-in, and dad does the wrenching in a shed out back.
Every one of those machines goes out with a stranger on it and comes back with more hours. Some come back muddy. Some come back with a story nobody tells you.
And every one of them has to be ready by 9 a.m. tomorrow, because somebody already paid for it.
A rental fleet wears out fast
A rider who owns a quad might put 50 hours on it a season. A rental quad can do that in a few weeks. The oil, the air filter, the brakes, the belt on a side-by-side. Everything comes due faster, and it comes due on hours, not on the calendar.
The person who knows what's due is usually the person with the wrench. The person at the counter handing over the keys usually doesn't. That's how a quad with a dirty air filter and soft brakes goes out for a third day in a row.
One garage, everybody on the same page
In LookOver, the owner sets up a garage and invites the staff. Up to five people in one garage.
- The owner creates the garage and adds the whole rental fleet.
- They invite the staff by email, or text them the link.
- Each person makes a free account and accepts the invite.
- They install the app, and every machine is there with its full service history and reminders.
Staff don't need Pro of their own. What they can do in your garage follows your plan.
Now when a machine comes back, whoever checks it in can update the hours right there on their phone. If that pushes it past an oil change, the reminder shows up for everybody. The counter knows before the keys go out again.
Pick who can do what
Your mechanic can be an admin or a member, logging services and editing machines. The counter staff can be viewers, who see what's due and can't change a thing. Or make them members so they can log the hours and a quick check at return.
Every record shows who changed it and when. When a brake job got done, you can see who did it and on what day.
Proof, when you need it
Rentals come with a question nobody likes. Was that machine taken care of?
When every oil change, every brake job, and every part is logged with a date and a name, you have the answer. You can export a clean service history for any machine as a PDF.
And when a rental machine gets sold at the end of its run, that history is worth money. Move it into the buyer's garage and every service, reminder, file, and photo goes with it.
Out back, with no signal
Rental spots tend to be where the riding is, and that's usually not where the cell towers are. The app keeps working with no signal. Log it in the shed and it syncs when you're back in range.
Let's talk about your shop
Pricing for rental shops isn't set yet. If you run one, contact me. I'd like to hear how many machines you run, how many people touch them, and what your check-in looks like today. That's how I'll figure out what fits.
In the meantime, you can try it the same way anybody does. Get LookOver free, add a few machines, and invite your crew. The trial gives you 14 days of Pro with no credit card.
This is the last of a series on shared garages. Start with how my family keeps Grandpa's cabin running, then how a race team keeps every bike on schedule. Or read how shared garages work.
Common questions
How do I track maintenance on a rental fleet?
Put every rental machine in one shared LookOver garage, set reminders on engine hours, and have staff update the hours when a machine comes back. When a service comes due, everyone on the staff sees it.
How much does LookOver cost for a rental shop?
Pricing for rental shops isn't set yet. If you run one, contact Derek at lookover.app/contact to talk about what fits your shop.
Can counter staff see what's due without editing records?
Yes. Give them the viewer role. Viewers see every machine, service, and reminder and can't change a thing.
Does LookOver work where there's no cell service?
Yes. The app works with no signal and syncs when you're back in range.
Can I pass the service history to a buyer when I sell a rental machine?
Yes. Move the machine into the buyer's garage and every service, reminder, file, and photo goes with it, or export a PDF service history.
Ride safe,
Derek
Built by a rider in Belgrade, Montana.
