File an Instance Report

File a report whenever something happens that needs documenting on a specific physical unit — most commonly an incident during a rental, but also pre-rental inspections, damage assessments, or any other paperwork that needs to be tied to a unit and a booking.

Before you begin

• You need access to the Resytech Dashboard with the Resources permission.
• The equipment must have at least one instance (Add an Equipment Instance) and at least one report template (Upload a Report Template).
• Know which booking the report relates to. You'll search for it by customer name, email, or confirmation code.

Steps

1. In the sidebar, click Equipment and click into the equipment item.
2. Click Settings > Instances and click the specific unit involved.
3. Scroll to the Reports section and click New Report.
4. In the dialog:

5. Click Create Report. You're returned to the Reports list with the new draft at the top.
6. Click the new report row to open its detail page.

Filling out the PDF

If the template has form fields:

1. On the report detail page, click Edit PDF in the right column. The in-browser editor opens.
2. Click into each form field and type. Use checkboxes and radio buttons as needed.
3. Scroll through multi-page PDFs or use the viewer controls.
4. Click Save to save your filled values without leaving the editor, or Save & Close to save and return to the report detail page.

If the template is flat (no fillable fields):

1. Click Download in the right column to get the current PDF.
2. Print, fill by hand, scan back as a PDF or image.
3. Add the scan as an attachment (see below).

Adding attachments

On the report detail page, the Attachments section accepts photos, scanned documents, or any supporting file up to 25 MB each.

1. Click Upload in the Attachments section.
2. Choose a file from your device. The upload starts immediately.
3. The attachment appears in the list with a Download icon and a Delete icon.

Common attachments:

• Photos of damage taken at the scene
• Customer-signed waivers, releases, or statements
• Police or medical reports
• Repair invoices

Adding notes

Use the Notes textarea on the report detail page for free-text context — narrative description of what happened, follow-up actions, conversations with the customer, etc. Up to 5000 characters.

Click Save Changes to persist.

Submitting the report

When the report is complete:

1. Change the Status dropdown from Draft to Submitted.
2. Click Save Changes.

The submission time is stamped on the report. You can still edit a Submitted report — Resytech doesn't hard-lock it, because operators often need to revise after the fact. Switching back to Draft clears the submission timestamp.

Tips

• File the report while the details are fresh. Even if you only fill in a name and a one-line description, get the draft created. You can add photos, notes, and PDF fields later.
• Search bookings by confirmation code for the fastest match. Customer names can be ambiguous; confirmation codes are unique.
• Attach photos before printing. If you'll be filling the PDF on paper, attach the photos to the report first so you can reference them when filling out the form by hand.
• Use a separate template per workflow. "Incident Report" should be its own template, not combined with "Pre-Rental Inspection".

What you can't do (yet)

• Re-attribute a report to a different booking after creation. If you picked the wrong booking, delete the report and re-file it.
• Move a report to a different instance. Same workaround — delete and re-file.
• Bulk-download all reports for a booking or instance. Download PDFs one at a time for now.