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Loaner phones

Keep track of the phones you lend while customers' phones are repaired, from lending to check-in.

Loaner phones let customers stay connected while you fix theirs. OnSite tracks each phone, who has it, for which repair, and the agreement they signed.

Set up the agreement

Owners and managers set the paperwork in Settings › Loaner phones:

  • Security deposit: the amount named in the agreement.
  • Return within (days): how long after their phone is ready they have to bring the loaner back.
  • Agreement: what the customer signs, one paragraph per line. {business}, {deposit} and {days} are filled in for you. Select Use the standard agreement to start again from OnSite's wording.

Select Save loaner phones when you're done.

Add your loaners

Owners and managers can add phones.

  1. Go to Loaner phones and select Add loaner.
  2. Enter the Asset tag, your own tag such as L-03, and the Manufacturer and Model.
  3. Scan or type the IMEI, and add a Serial number and Notes if you like.
  4. Select Add loaner.

Each loaner's panel has Print label for a tag to stick on it.

Lend a loaner

You can lend from three places: the checklist that opens after a check-in (Lend one), the Loaner phone panel on a service order, or Lend a loaner on the Loaner phones page.

  1. Pick an available phone.
  2. Find the customer, if you didn't start from their repair. A flagged customer is pointed out so you can check their notes first.
  3. Choose For the repair if it isn't already set.
  4. Under Security, tick Deposit taken or Credit card on file.
  5. Note the Condition and anything included, such as a charger and case. It prints on the agreement.
  6. Leave Print the agreement now on so they can sign it before they leave.
  7. Select Lend, which names the phone and the customer, such as Lend L-03 to Sam.

The repair's Loaner phone panel then shows the phone as Out, with Print the agreement if you need another copy.

Note: Deposit taken only records that you took security. Take the money itself as a deposit or payment.

See where they all are

The Loaner phones page shows every phone as a card, with tabs for All, Available, Assigned and Unavailable. A phone that's out shows who has it, the repair it's for, and how many days it's been out.

Check a loaner back in

  1. Select the phone on the Loaner phones page, or open it from the repair.
  2. Select Check it in.

When something goes wrong

  • Lost or stolen: marks a phone that's out as missing. Select Found it if it turns up.
  • Out of service: takes an available phone out of use, such as for a cracked screen. Select Back in service when it's fixed.
  • Retire: owners and managers can remove a phone from the pool for good. Its loans stay on record.

Each phone's History lists every loan, so you can see who had it and when.