From the moment a box leaves your depot to the contract renewal a year later — one system, full chain of custody. Here's the whole feature set.
Lifecycle & repairs
Every loaner moves through in transit out → at customer → in transit back → cleaning → closed. Each transition is recorded with timestamp, actor and optional photos, so you always know exactly where each unit is. Made a wrong click? Step back one stage with one-click undo.
A loaner ships out so the clinic keeps working, while the broken unit travels in for repair and back. Loaners.app tracks all four trips — depot→clinic, clinic→depot, depot→clinic, clinic→depot — each with its own carrier tracking number (e.g. Nacex) and a deep link, plus a dispatch date so you can separate the clinic's handover delay from transit time. The repair itself moves received → repaired → returned.
Snap a photo when the box leaves, another when it comes back. End the "arrived-damaged" arguments for good. Photos stored in EU-region storage with org-scoped access — your team only.
Your transport boxes are first-class entities — a dedicated box per loaner, condition tracking (good / needs repair / retired), and in-use vs available at a glance.
At return, flag a unit that needs service before it goes out again. It's blocked from re-shipping until a team member explicitly marks it serviced — zero accidental re-deployments of broken units.
Service contracts & renewals
Track every maintenance contract with its true end date. The dashboard shows what's expired, what's due in the next 30 and 90 days, who's covered, and which customers have no contract at all — an instant upsell list. No more silent lapses.
When a customer renews, click Renew +1y and the end date rolls forward a year. Misclicked? The confirmation carries an instant Undo that restores the exact previous date. Every renewal is written to the audit trail.
AI import & scheduling
Bring your existing spreadsheet. The AI figures out which column is the serial number, which are the contract dates — even when headers sit below a title block or use different names and languages. You match by serial number, preview every current→new change, and only apply on confirmation. It updates existing equipment and never creates duplicates.
Publish your availability and let customers request a slot from a secure, token-gated portal — no account needed. Capacity is locked atomically (no double-booking), confirmations go out by email, and a month calendar plus capacity outlook shows the weeks ahead.
Set the expected return date at deploy. A reminder fires 3 days before due to your team and the customer; overdue loaners bubble to the top of the dashboard with red badges.
Analytics & forecasting
At a glance: where every unit is right now (pool by stage), what renews this quarter, loans per month, average loan duration, your top customers by volume, and average repair time. Spot the bottleneck before it bites.
Serious demand forecasting (Monte Carlo + trend + seasonality), pool utilisation, and per-loaner cost tracking with operational costs — so you know when to expand the pool and what it actually costs to run.
Open any customer to see every loaner they've ever had, how long, and whether it came back on time. Open any unit to see its full lifetime — every clinic, deployment and photo.
Compliance & security
Every state change is logged with timestamp, actor and before/after detail. MDR Article 18 wants traceability — you have it. An auditor asks for chain of custody — you export the trail.
Each organisation is isolated by database-level row-level security — you only ever see your own data. Access is role-based (owner, admin, support, viewer, custom), and everything is hosted in the EU (Frankfurt), GDPR-ready.
Invitation-only while we onboard new dealers. Migrate from Excel in under an hour — the AI import does the heavy lifting.
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