Upload a Report Template
Upload a PDF template (Incident Report, Pre-Rental Inspection, etc.) so operators can file reports against this equipment's instances.
Upload a report template once and reuse it every time an operator files paperwork against one of this equipment's units. The classic case is an incident report, but the same flow handles inspection forms, damage assessments, and any other recurring paperwork.
Before you begin
- You need access to the Resytech Dashboard with the Resources permission.
- Have the PDF file ready, 25 MB or smaller.
- Decide whether your PDF has AcroForm fields (fillable in the browser) or is flat (printable only). If you're not sure, Resytech checks on upload and tells you.
Steps
- In the sidebar, click Equipment and click into the equipment item.
- Click Settings in the top right.
- Choose the Report Templates tab in the sidebar.
- Click Upload Template. A dialog appears.
- Fill in the fields:
| Field | Required | Description |
|---|---|---|
| Name | Yes | Display name shown when an operator picks a template. 1-120 characters, unique per equipment (case-insensitive). Example: Incident Report. |
| PDF File | Yes | Click the dropzone to choose a PDF, or drag one in. Maximum 25 MB. |
- Click Upload.
What happens next
- The template appears in the Report Templates list. The Form Fields column shows Fillable if Resytech detected AcroForm fields, or Flat otherwise.
- Operators can now file reports using this template against any instance of this equipment.
- The file is stored in a private bucket; downloads happen via short-lived (15-minute) links and always force a download (never render in-browser).
Replacing the file later
Click the Replace File icon (refresh symbol) on the template row to pick a new PDF. The replacement:
- Keeps the same template name, position in the list, and identity for any reports already filed using it
- Re-runs AcroForm detection so the Fillable / Flat badge updates if the new file's form fields differ
- Does not affect reports already filed — those reports keep their own snapshot of the PDF at the time they were filed
Renaming a template
Click the Rename icon (pencil) on the template row. Same rules as upload (1-120 chars, unique per equipment).
Deleting a template
Click the Delete icon (trash) on the template row. You'll be asked to confirm.
- Past reports filed using this template are not affected — they keep their own copy
- The template won't appear in the picker when filing new reports
Tips
- Use AcroForm fields whenever possible. Operators can fill them in the browser, which is much faster than printing and scanning. Tools like Adobe Acrobat, LibreOffice, or any PDF form editor can add fields to a flat PDF.
- One template per workflow. "Incident Report" and "Pre-Rental Inspection" should be separate templates, not combined into one mega-document.
- Test with a sample. Upload your template, file a test report against an instance, and try the in-browser editor. If a field isn't appearing or isn't fillable, fix the PDF and use Replace File.
- The PDF stays at the equipment level, not the instance level. If you operate identical equipment (e.g., 10 of the same jet ski model), upload the template once on the equipment record — it covers all 10 instances.
Mark an Equipment Instance Out of Service
Toggle a specific physical unit off so it stops counting toward bookable availability — for repairs, damage, missing units, anything that takes a unit offline temporarily.
File an Instance Report
File a report against a specific equipment unit — pick a template, link a booking, fill the PDF in-browser, attach photos.