Getting Started

APPROX 45 mins
Estimated time
required to finish
Getting Started

This guide includes information regarding installation, logins, setup and integrations.

Company Setup

Overview

StayOnHire is built for laptops or computers that run Mac or Windows operating systems (OS). For Mac desktop and laptops, we recommend at least 2GB of memory and 80MB of available storage space.

These requirements are easily met by Mac devices released in 2012 and onwards. If your Mac isn't compatible with StayOnHire, the installer will let you know.

Connect Accounting Packages

StayOnHire will run on Mac OS 10.11.x (El Capitan, released 30th Sept 2015) or later. For more information regarding MacOS or updating your system, visit Apple Support.

5

Customise your rates table

Configure your rates sheet based on how your organisation charges rental customers

These rates become the default charge imported to draft quotes/invoices. These can be overridden during the drafting process, so these should reflect the baseline charge (or minimum) that your staff should be charging.

WHY IS THIS IMPORTANT?

Setting up your rates correctly enables your draft quotes/invoices to pre-fill line items based on your company-wide rates.

This helps growing companies set their minimum charging expectations for all staff members.

'Day Rate' is a charging method common for smaller hire equipment and refers to equipment billed on the duration of hire, not machine hours used.

To setup a day rates:

  • Toggle the 'Hourly' row (and any others that don't apply to your business) to the 'OFF' position

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

  • Click 'Save'

Note: Active rows in this table directly reflect your Equipment > Rates columns displayed. Deleting rows in this table will permanently delete any rates reflected in Equipment > Rates.

'Machine Hours' is a charging method common for larger hire equipment and refers to equipment billed based on hours used (or operated) as a the primary measurement.

To setup machine hour rates:

  • Toggle all rows (except 'Hourly') to the 'OFF' position

  • Add any usage conditions that apply to your 'Hourly' rate, using the right-hand side of your table

  • Click 'Save'

Note: Active rows in this table directly reflect your Equipment > Rates columns displayed. Deleting rows in this table will permanently delete any rates reflected in Equipment > Rates.

Adding Custom Rates

For businesses that require more advanced customisation, you can add new rows. This is useful for businesses that may have 'Multiple Differing Hourly Rates' or a fleet of equipment that can be billed on 'Both Day Rate and Machine Hours'.

In this example, we'll setup multiple differing hourly rates:

  • Click the Custom rate + button to add new rows

  • Give your new row a descriptive name

    See "Hourly - Min 200hrs/mo" pictured

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

    See "Min 200 machine hours per 1 month/s" pictured

  • Click 'Save'

WHY TAILOR CALENDAR PERIODS?

To support your preferred definition of billable period. For example, a billable month can be '28 days' or '1 calendar month (31 days)' and vice-versa.

Step 6 may not apply to you

This step is a reminder for those who did not connect an accounting package upon initial Sign Up

6

Connect an accounting package

To connect your accounting package, head to Connections to:

  • Find your accounting package and click 'Connect'

  • Follow prompts

Refer to information detailed in the Xero or MYOB Essentials guide.

WHY IS THIS IMPORTANT?

StayOnHire and your accounting package synchronise business-critical information, such as contacts, invoice revenue and accounts.

Connecting your accounting package later may cause issues with duplicate contacts or invoices that may get entered  into both StayOnHire and your accounting package separately.

7

Review your contacts

It's now time to review your Contacts

The minimum requirements are a unique Contact Name and selected Type. Complete this step by adding client information in as much or as little detail as you desire.

ACCOUNTING IMPORT & SYNC

For those that connected an accounting package, you will see that your contacts have been imported.
In addition, new contacts created in StayOnHire will also be sent back to your Xero/MYOB package.

Invalid contacts occur when a row does not meet minimum requirements required by StayOnHire to be valid. This will be indicated with red text, a red border and a red background.

Common causes/solutions include:

  • Contact name is not unique

    Order your column Contact Name by A>Z and delete duplicates

  • Type is required

    Double-click the Type cell and select an option from the dropdown list

  • Email entered incorrectly

    Confirm that the email address entered is valid

8

Upload your fleet

Now, let's go to Equipment and begin uploading information about your rental fleet.

The minimum requirement for a rental machine is a unique Asset ID. This should be the primary identifier that your business uses for its fleet.

THE STAYONHIRE WAY

Think of StayOnHire like a giant spreadsheet, with highly custom data points; that all connect to one another. This intentional design helps your team visualise and filter though lots of information, quickly.

Navigating the Equipment page is as simple as clicking through tabs in the white sub header.

To add a new fleet item:

Note: Data can be copy and pasted from spreadsheets or entered manually.

To add a new fleet item:

  • Click the +Add Asset button in the bottom left corner of the page

    This will add a new row at the bottom of your equipment table

  • Use the white sub-header to navigate between tabs and add information regarding your

  • Click 'Save'

Note: Data can be copy and pasted from spreadsheets or entered manually.

'Machine Hours' is a charging method common for larger hire equipment and refers to equipment billed based on hours used (or operated) as a the primary measurement.

To setup machine hour rates:

  • Toggle all rows (except 'Hourly') to the 'OFF' position

  • Add any usage conditions that apply to your 'Hourly' rate, using the right-hand side of your table

  • Click 'Save'

Note: Active rows in this table directly reflect your Equipment > Rates columns displayed. Deleting rows in this table will permanently delete any rates reflected in Equipment > Rates.

Adding Custom Rates

For businesses that require more advanced customisation, you can add new rows. This is useful for businesses that may have 'Multiple Differing Hourly Rates' or a fleet of equipment that can be billed on 'Both Day Rate and Machine Hours'.

In this example, we'll setup multiple differing hourly rates:

  • Click the 'Custom rate +' button to add new rows

  • Give your new row a descriptive name

    See "Hourly - Min 200hrs/mo" pictured

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

    See "Min 200 machine hours per 1 month/s" pictured

  • Click 'Save'

WHY TAILOR CALENDAR PERIODS?

To support your preferred definition of billable period. For example, a billable month can be '28 days' or '1 calendar month (31 days)' and vice-versa.

Adding Custom Rates

For businesses that require more advanced customisation, you can add new rows. This is useful for businesses that may have 'Multiple Differing Hourly Rates' or a fleet of equipment that can be billed on 'Both Day Rate and Machine Hours'.

In this example, we'll setup multiple differing hourly rates:

  • Click the 'Custom rate +' button to add new rows

  • Give your new row a descriptive name

    See "Hourly - Min 200hrs/mo" pictured

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

    See "Min 200 machine hours per 1 month/s" pictured

  • Click 'Save'

WHY TAILOR CALENDAR PERIODS?

To support your preferred definition of billable period. For example, a billable month can be '28 days' or '1 calendar month (31 days)' and vice-versa.

Adding Custom Rates

For businesses that require more advanced customisation, you can add new rows. This is useful for businesses that may have 'Multiple Differing Hourly Rates' or a fleet of equipment that can be billed on 'Both Day Rate and Machine Hours'.

In this example, we'll setup multiple differing hourly rates:

  • Click the 'Custom rate +' button to add new rows

  • Give your new row a descriptive name

    See "Hourly - Min 200hrs/mo" pictured

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

    See "Min 200 machine hours per 1 month/s" pictured

  • Click 'Save'

WHY TAILOR CALENDAR PERIODS?

To support your preferred definition of billable period. For example, a billable month can be '28 days' or '1 calendar month (31 days)' and vice-versa.

The General tab contains

To setup a day rates:

  • Toggle the 'Hourly' row (and any others that don't apply to your business) to the 'OFF' position

  • Add or remove any usage conditions that apply to each rate, using the right-hand side of your table

  • Click 'Save'

Note: Asset ID and

Learn more

  • Updates to StayOnHire will be downloaded in the background while your app is running

  • Once the installation is complete, you can eject the StayOnHire driver at anytime

Last updated: 20 Dec 2019

Uninstallation

To remove StayOnHire from you Mac device, simply close the application if open), head to your Applications page and drag the StayOnHire application into your Trash Bin.

We're sad to see you go! If there's any chance you'd reconsider, please don't hesitate in contacting us.