Partners & Rental Requests

Purpose {#purpose}

Collaboration between EVISYS tenants: share inventory and optionally live availability, and submit rental requests with a clear draft/send workflow.

Navigation: Organization → Partners → /app/organization/partners

Permissions: organization.settings (couple partners), logistics.shop (book partner material), orders.create (accept incoming requests)

Coupling Partners: Inventory and Live Availability Are Separate {#coupling-partners-inventory-and-live-availability-are-separate}

Two tenants can activate an inventory coupling. There are two independent sharing levels, each configurable per direction:

• Share inventory — the partner appears as a source in the material shop (catalog visible)
• Share live availability (optional, off by default) — additionally the partner sees real stock counts/indicators instead of just the catalog

1. Organization → Partners
2. Enter the partner’s code, choose inventory and optionally live-availability sharing, send request
3. The partner confirms the coupling on their side
4. Under Active links both sharing toggles can be switched individually at any time per partner

Note: live availability without inventory sharing is not possible — disabling inventory sharing automatically disables availability sharing too. Without shared availability the partner only sees the catalog in the shop, no stock counts — the actual availability is still checked when the request is sent.

Outgoing Rental Request (You Request) {#outgoing-rental-request-you-request}

The flow has two steps: first book (local draft, partner not notified), then deliberately send.

1. Open order → Book equipment → Partner tab
2. Book the partner’s material — this automatically lands in a draft rental request for that partner and order
3. Order → tab Logistics → Rental requests section → set the rental period (from–to) on the draft, choose the delivery destination (company address or order venue), optionally add a note
4. Send request — only now is the partner notified

For the destination you choose whether the partner should deliver to your company address or directly to the order venue. The order venue is only transmitted when you explicitly select it (and the order has a location).

Outgoing Status {#outgoing-status}

Tracking: Order → tab Logistics → Rental requests for this order · from me

On a counter-offer you see the old and new period plus the partner’s note directly in the panel. Accepting the proposal moves the request back to Sent with the new values; declining reopens the draft for revision.

Order rental period changes after sending {#order-rental-period-changes-after-sending}

If you change the order rental window after a rental request was already sent or accepted, Logistics shows a warning: order period ≠ request period.

You then have two options:

1. Request new period — uses the current order rental window.
   • Not yet accepted: the request period is updated and the partner is notified.
   • Already accepted: the partner sees old vs new period and must accept (availability-checked) or reject. Their provider order is only updated when they accept.
2. Cancel request & remove items — cancels the rental request, removes partner lines from your order, and clearly notifies the partner. Their own order and blocked equipment stay unchanged — they clean up manually.

Cancellation after acceptance {#cancellation-after-acceptance}

You can also cancel an accepted request without a date change. The partner gets a cancellation notification and a banner on the request/order; their dryhire order is not deleted or released automatically.

Incoming Rental Request (Partner Requests From You) {#incoming-rental-request-partner-requests-from-you}

All incoming requests go through a dedicated inbox, not just the Kanban:

1. Main navigation → Rental requests (/app/rental-requests, with a badge for open requests) — or the short overview on Orders
2. Open the request — the detail page shows the partner’s name, the requested period, delivery destination (company address or transmitted order venue) and the requested lines
3. Per line and overall, a live availability indicator (available / partially / unavailable)
4. Actions depending on the situation:
   • Accept & create order — when everything is available; directly creates an order and blocks the equipment. Customer and location for the requesting company are set automatically (created once if missing); the rental period is applied as the order schedule.
   • Accept available lines — partial acceptance: only the selected/available lines go into the order, the rest can be handled separately
   • Counter-offer — a different period and/or quantities plus a reason; optionally “create order automatically once the partner confirms”
   • Reject — a reason is required

Privacy: the incoming request shows the partner’s name, period, delivery destination (company address or an order venue the partner deliberately shared), lines and availability — no end-customer data and no reference to the requesting company’s underlying customer order.

Once accepted, a normal order with blocked equipment is created on your side — invoicing, packing and reservations work like any other order.

Sub-rental Without Partner Coupling {#sub-rental-without-partner-coupling}

External rental without EVISYS: manual external inventory — see sub-rental-external-rental-manually-recorded.

Crossloads {#crossloads}

Crossload = handover of equipment from order to order within the same organization, without a classic warehouse return.

Navigation: Order → /app/orders/:id/crossloads → Pass on this equipment

Typical Workflow {#typical-workflow}

1. Dispatch plans on the source order what continues to the target (including partial quantities and cases)
2. Crew confirms outgoing on the Return screen (or handheld/scan)
3. Crew confirms incoming on the target Pack screen
4. Availability stays booked throughout — billing remains order-based

Crossloads fit tour chains (material goes event to event). Partner/tenant handovers use rental requests, not crossloads.

Permissions {#permissions}

orders.read or logistics.pack — depending on the action.

Sub-rental Request PDF {#sub-rental-request-pdf}

For partner or manual external inventory: PDF Sub-rental request from order → Documents. For partner rental requests the PDF uses the rental request’s own period (not the order’s full rental window) and hides customer data, event name, location and on-site contact — see pdf-documents-on-orders.

Common Issues {#common-issues}

Last updated: September 2026