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 Purchase. When set to Rental, the asset is automatically tracked with additional features, 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 the acquisition type (Rental or Purchase) and key dates when adding assets 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.
Once saved, Asset Tracker will include this asset in rental analytics and the return workflow.
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.
Once the following steps are completed:
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The assigned Kio Tag is automatically unassigned from the asset
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The asset is no longer tracked
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The asset's status is set to Unavailable
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The return date is logged 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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From the Return date, select its return date.
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Select Confirm: Return asset.
Important: Once confirmed this action cannot be undone.
The Rental Analytics dashboard provides a detailed view of how rental assets are being used across your organization. It shows key metrics 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.
You can filter the analytics by campus or asset type to focus on specific areas and asset types. These insights help you monitor rental activity, identify long-term or underutilized rentals, and make more informed decisions about asset planning.
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 Rental Analytics.
You can tailor the analytics to focus on what matters most.
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View by Campus or Asset Type. Filter metrics by specific facility or type of asset.
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Apply dynamic filters (optional). Use the Add Filter option to refine results by attributes like status, tag, or department.
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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 filter the graph to visualize trends.
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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 by Asset Type. Select one or more asset types to view their analytics.
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. |