PROs have a huge investment in equipment. From restroom units, holding tanks, sinks, hand sanitizer stands and restroom trailers, keeping track of all of this equipment as well as keeping it secure are challenges confronted on a daily basis. This month’s question deals with this important issue.      

Question: We are interested in ensuring that all our equipment can be both tracked and secured in the field. What suggestions do you have for us?      

Answer: Renting and servicing equipment is our business. Keeping track of the exact location of each asset is crucial as well as ensuring that the equipment is safe and secure — whether in the field on a long-term job site or at a weekend special event.

TRACK EQUIPMENT

For most PROs, the number of portable restroom units far exceeds the quantity of other equipment. The ability to identify each unit and its exact location at any point in time should be a major objective for your company.

In the early days of portable restrooms, some suppliers imprinted serial numbers on the doors of the units. Many portable restroom companies stenciled numbers on units for easy identification. Through the years, PROs have attached individually numbered decals or metal tags to units, holding tanks, sinks and other equipment for identification purposes. Bar codes became popular in the early 2000s and today QR codes are the most efficient means of tracking all types of equipment. QR codes allow for not only equipment identity but also its location since it can be tied to a GPS system.

Regardless of the technology used, your system should be consistent in its use and placement. For example, all units have unique QR code decals affixed inside the unit above the door opening. This is a very common area to place serial number decals or codes as it is not as easily visible inside the unit, is subject to less spray water in the cleaning process, and being inside the unit, is not as subject to weathering. If the decal is damaged or missing, it can easily be replaced. There are software programs to generate QR codes. One example of many is the Adobe Express app which can be used on smartphones to generate QR codes.

We strongly recommend all rental equipment have tracking identification numbers attached, regardless of the type of technology chosen. You may have to use a separate system with certain types of equipment. For example, because holding tanks can sometimes be partially dug into the ground and are often placed underneath job trailers, many PROs prefer to use metal identification tags or plates with numbers or codes riveted to the tank near the cap. 

The best general identification method for equipment is your company’s decals with name, phone number and website. Placing decals on all side panels and the door identifies as well as advertises your business. We have always suggested a smaller door decal also be used on sinks, hand sanitizer stands and holding tanks to identify this equipment.

SECURE EQUIPMENT

Restroom trailers

Among portable restroom operators we spoke with, securing restroom trailers on events and job sites was a prime security concern. Restroom trailers continue to expand in popularity, functionality and style, and represent a major capital investment for PROs. Left alone, after hours at an event or a job site, restroom trailers must be safe and secure.

Here are several suggestions to help to achieve these goals:

• Once the trailer is on site and in position for the event or the job, place a lock on the trailer hitch. This will prevent another vehicle from easily hooking up the trailer and taking it away. Hide the key in a magnetic box in a secluded position under the trailer. In the event of an emergency, the customer or other party can be directed to the key. Of course, locks can be cut, but that is in the extreme. This policy should be a basic security step for each trailer delivered and would also apply to restroom transport trailers that may be parked at events.
• A more high-tech approach is to invest in a GPS recovery system for your trailer. Several companies offer a device that is attached to a vehicle or other piece of equipment that can then be tracked by GPS. If the trailer is stolen, its location can be identified. The top-of-the-line devices are attached to any vehicle or trailer with a VIN and then registered with the National Crime Information Center database that local police can use to track the equipment.  
• Anti-theft wheel boots or clamps affixed to the trailer are another option for security. They are highly visible and immobilize the trailer.

Restroom trailer portable generators

The most common solutions we have found are locking the generator to the restroom trailer itself via a lock and chain and/or removing or securing the wheels so the generator cannot be easily rolled away. The wheels can be modified so they are removed via a pin or a bolt. As with the restroom trailer, a wheel boot or clamp is another option. 

Units, sinks, hand sanitizer stands and other equipment           

The security of your equipment while in the customer’s possession should be part of your company’s basic rental terms and conditions. Damage waivers for incidental damage is one issue, but protecting your equipment is entirely the responsibility of the customer. Show your concern for this issue by asking customers about their security measures, such as a fence and gate around a job site or a security guard for after-hours at an event.    

FINAL THOUGHTS

Maintaining control of all equipment and keeping it in good repair will allow for a long and profitable life span for all products. Develop an efficient tracking system and security protocol for your equipment and you will be successful.