Acceptable Usage & Operational Policy

1. Accurate record keeping and honesty

The system is the official source of truth for stock, rental contracts, payments and equipment status. Record facts accurately:

• Count equipment physically before marking it as issued or returned.
• Never record a discount or price change without the approval of a manager or Administrator.
• Always enter the customer’s real contact details so they can be reached if equipment is overdue.

2. Your account and password

• Do not share your login with colleagues, and never work under someone else’s.
• Sign out at the end of your shift, especially on shared counter computers. Do not leave a signed-in screen unattended.
• Report suspicious activity or a forgotten password to an Administrator immediately.

3. Cash handling and official receipts

Whenever cash, a bank transfer or mobile money is collected:

• Record the payment so the system generates an official numbered receipt.
• Give the customer the receipt: use Share to send the PDF, or Download it and print it.
• Send a receipt only to the customer named on it.
• Handwritten receipts are not allowed unless senior management authorises them during an emergency.

4. Stock adjustments and explanations

Stock adjustments change the business accounts directly. When you adjust stock:

• Write a clear note for every increase or write-off, e.g. “Delivery of 10 new drill units received” or “1 damaged generator written off with supervisor sign-off”.
• Remember that every adjustment is permanently logged with your name and the time.

5. Customer information

• Use customer names, phone numbers and addresses only for business tasks.
• Do not photograph screens, forward details or copy them into personal chats or notes.

6. Extra responsibilities for Administrators

• Approve or refuse discounts and price changes promptly, and make sure approved ones are recorded.
• Disable the accounts of people who leave the business or no longer need access.
• Review the Audit Logs regularly and follow up anything unusual.
• Keep global settings (such as the late-return penalty rate and opening balances) accurate.

7. Reporting problems

Tell an Administrator as soon as you notice an error, a suspected data leak, or something not working properly. Reporting early is always better than quietly working around it.