Automatically raise off-hires & notify your transport team
A customer emails to end a hire. Build Concierge finds the right contract, raises the off-hire, sets the contract end date and sends the collection details to your transport team.
Your team arranges the collection and keeps control of the diary.
When it starts
A customer emails to say they have finished with a machine.
What happens
Build Concierge finds the correct contract in your hire management system, raises the off-hire and sets the contract to end on the requested date.
What you get
Your transport team automatically receives the details they need to arrange collection.
The problem
An off-hire request can land in a depot inbox, a general mailbox or with the customer’s usual contact. Someone then has to find the right contract, raise the off-hire in your hire management system, update the end date and pass the collection details to transport.
Each step depends on someone reaching the email. Until then, the request sits in the inbox, waiting to reach the people who arrange collection.
If the contract end date is not updated, the hire keeps running on paper after the customer has finished with the machine. Your office then has to put it right.
What the automation does
Build Concierge picks up the customer’s email and handles the steps your office would otherwise complete by hand.
- Picks up the off-hire request. The email arrives in the inbox you already use, and the workflow starts.
- Reads the details. It identifies who is asking, which hire the request relates to, which equipment is coming back and the requested off-hire date.
- Finds the correct contract. Build Concierge matches the customer in your hire management system, such as Syrinx, and uses the details in the email to find the relevant contract.
- Raises the off-hire. The off-hire is created against that contract in your hire management system, so it is recorded where your team works.
- Updates the contract end date. The contract is set to end on the off-hire date the customer gave, so the record reflects their request.
- Notifies your transport team. An email brings together the details needed to arrange collection, such as the customer, contract number, equipment, site address and off-hire date.
If the contract cannot be matched confidently, the automation does not guess. Your team receives an alert with the original email, and nothing is raised against the wrong hire.
Your transport team still arranges collection. Scheduling stays with the people who know the routes and the diary.
What you get
- Requests picked up as they arrive. Off-hire emails are acted on in the background, without waiting for someone to work through the inbox.
- The right contract, ending on the right day. The end date matches the date the customer gave.
- Off-hires recorded in your system. Each matched request is raised against the correct contract.
- Collection details straight to transport. Your transport team gets the information in one email, without searching the contract or original message.
- Less searching and retyping. Your office stops searching for contracts, retyping off-hire details and forwarding collection requests.
- More time for the exceptions. Your office handles the requests that need a decision.
Ways to run it
The automation is built around your off-hire process. There are two ways to start:
- Review first. Build Concierge prepares the off-hire and transport email, then sends them to a member of your team to check before anything is raised. You can build confidence using real requests.
- Live. Once you are happy with the results, the off-hire is raised, the contract is updated and transport is notified automatically. Anything unclear still goes to your team.
You agree who receives the notifications and what the transport email contains when the automation is built.
What you need
- A hire management system, such as Syrinx, where your hires and contracts are recorded.
- The inbox that receives off-hire requests, whether it is a general address, a depot inbox or a named contact.
- The email address or addresses for your transport team, plus someone to check unclear requests.
- The details your transport team needs to arrange collection.
- A few recent off-hire emails, including the awkward ones, so the set-up reflects what actually arrives.
The automation works alongside your existing hire management system and inboxes.
Getting set up
Step 1: Talk to us
Show us how off-hire requests arrive, where they get delayed and how the details reach your transport team.
Step 2: We build it with you
We build around your inbox, your hire management system and the way your team handles off-hires.
Step 3: Test it live
We run real off-hire requests through the automation with your team, check the results and make any adjustments before switching it on.
Common Questions
No. It raises the off-hire, updates the contract end date and sends the details to your transport team. They arrange collection and choose the slot.
Build Concierge uses the customer, site and equipment details in the email to find the contract. If the match is unclear, your team receives an alert with the original email. Nothing is raised against the wrong hire.
It raises the off-hire and sets the contract to end on the off-hire date the customer gave.
Yes. It starts with the emails your customers already send, so nothing changes for them.
The automation is built around your hire management system, such as Syrinx. Tell us which system you use and we will confirm what can be connected.
No. It handles finding the contract, raising the off-hire and passing on the details. Your team focuses on the collections that need arranging.
Ready to automate your off-hire requests?
Get in touch with the Build Concierge team and we’ll set it up around the way you work.
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