If your organization rents medical equipment or other mobile assets, it’s important to know how many are in use, how long they’ve been rented, and when they’re due to be returned. Rental Asset Tracking within Asset Tracker makes this easy—giving you the tools to monitor active rentals, analyze trends, and keep track of rental return dates.
Why it matters—Rental analytics offer real-time visibility into long-term and overdue rentals, helping you reduce costs, balance asset distribution across locations, and uncover trends in early, on-time, or late returns.
With the Asset Tracker rental features you can:
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Monitor how many assets are rented, returned, or past their return due date
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Track rental duration and identify assets used longer than planned
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Analyze return trends to improve planning and reduce late returns
Topics include:
Each asset includes an Acquisition Type setting—either a Rental or Owned. When set to Rental, the asset is automatically tracked with additional capabilities, including a return workflow and rental-specific analytics.
You'll also assign two key dates to track rental assets:
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Acquisition Date—the date the rental started
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Rental Due Date—when the rental should be returned
To get the most value from rental asset tracking, follow these best practices to ensure accurate setup, proactive monitoring, and better planning around rental asset usage and returns.
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Assign acquisition type early. Set each asset’s acquisition type (Rental or Owned) and key dates when adding it to ensure accurate tracking from the start.
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Monitor overdue rentals regularly. Review the Past Due, Returned Late, and Average Late Days to identify and act on rental assets that haven't been returned on time.
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Spot long-term rentals. Review the Average Rental Duration, Rentals Over 90 Days, and Rentals Over 14 Months to uncover extended usage trends and evaluate rental cost-effectiveness.
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Use return trends to improve planning. Compare On Time and Late Returns to refine workflows, anticipate asset availability, and reduce the risk of operational delays.
You'll need to know the asset's Acquisition Date and Rental Due Date. If you have a large volume of assets being added or updated, you can bulk add or update the assets through the CSV export and import features.
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From your Kontakt.io Launchpad, select Asset Tracker.
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From the left menu, select Asset Management.
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Locate the asset and select its Asset ID or Asset Name.
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From its profile, select Edit.
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From the Acquisition section, configure the following:
Acquisition Type: select Rental
Acquisition Date: select the date the rental started
Rental Due Date: select the date the rental should be returned
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Select Save.
After saving, the asset is automatically included in rental analytics and return workflows.
From the Asset Management view, you can quickly locate rental assets by applying a filter. If you're assigned to the Asset Tracker Administrator role, the same filter option is availble within the Settings > Assets menu.
When a rental asset is ready to be returned, use the Return Lease/Rental workflow available within its profile. This process ensures its rental record is accurate and updates its return-related analytics.
The system automates the following workflow when setting a rental asset as returned.
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Unassigns the asset's assigned Tag—allowing the tag to be assigned to another asset.
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Changes the asset's status to Unavailable—its location is no longer tracked.
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Logs the asset's return date for rental analytics.
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From your Kontakt.io Launchpad, select Asset Tracker.
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From the left menu, select Asset Management.
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Locate the asset and select its Asset ID or Asset Name.
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From its Acquisition section, select Return Lease/Rental.
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In the Return Date field, select the date the asset was returned.
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Select Confirm: Return asset.
Important: Once confirmed this action cannot be undone.
Note
Be sure to remove the Kontakt.io Tag from the rental asset and place it back into your available tag inventory.
From the Analytics Advanced menu, you can get a detailed view of how rental assets are being used—such as how many assets are currently rented, how long they’ve been in use, how many are overdue, and how frequently rentals are returned late.
To access rental analytics:
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From your Kontakt.io Launchpad, select Asset Tracker.
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From the Analytics menu, select Advanced.
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Select the Rental tab.
Use the available filters to focus your analytics on what matters most.
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View by Campus or Asset Type. Filter metrics by specific location or type of asset.
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Apply dynamic filters (optional). From the Add Filter option, refine the metrics by Location or Asset Type attributes.
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Set a date range or preset time period. Analyze rentals over a custom range or choose presets like Last 30 Days, Last 3 Months, or Year to Date.
You can also apply filters to the graph view. From the graph, use your mouse to hover over a metric to view more details.
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Apply a graph filter. Focus the graph on a specific metric such as Average Rental Duration or Total Past Due.
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View graph data by Asset Type. When viewing Analytics by Asset Type, from the table located below the graph, select one or more Asset Types.
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View graph data by Campus. When viewing Analytics by Campus, from the table located below the graph, select one or more campuses.
The following provides a breakdown of each metric to track and monitor rental asset activity.
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Metric |
Description |
|---|---|
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Total # of assets |
Total number of assets marked with an acquisition type of Rental. |
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Rented # Assets |
Number and percentage of rental assets currently in use and not yet returned. |
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Avg rental duration |
Average number of days each asset was rented before being returned. |
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# of rentals over 90 days |
Number and percentage of rental assets with a duration exceeding 90 days. |
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# of rentals over 14 months |
Number and percentage of rental assets with a duration exceeding 14 months. |
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Total # past due |
Number and percentage of rental assets past their due date and not returned. |
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Total # returned |
Number and percentage of rental assets marked as returned using the in-app return workflow. |
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On time return |
Number and percentage of rental assets returned on or before the rental due date. |
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Late return |
Number and percentage of rental assets returned after the rental due date. |
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Avg # late days |
Average number of days rental assets were returned after the due date. |