Video documentation when rented products come back
A rental business uses ClipPack as part of its returns workflow. When a rented product comes back, an employee scans its QR code. The recording is automatically associated with the last order the product was rented on.
This case describes an existing customer’s workflow. The customer is unnamed, and the account contains no customer or order details.
How video fits into the returns workflow
The workflow connects the returned product with its rental order and the video customer service needs if there is damage.
Scroll through the workflow, or choose a step.
- 01
The product comes back and its QR code is scanned
An employee scans the QR code on the product that has returned from rental. This identifies the product as part of the returns process, during which video documentation is recorded.
The QR code identifies the returned product
- 02
The recording is linked to the latest rental order
In this customer’s setup, the scan automatically associates the recording with the last order the product was rented on. The footage is therefore linked to that particular rental.
The recording connects to the latest rental order
- 03
Documentation goes to customer service when there is damage
If the product is damaged, the video documentation is sent directly to customer service. The recording becomes part of their handling of the returned product’s case.
Damage documentation goes to customer service
- 04
Customer service assesses the case and follows up
Customer service can use the documentation when communicating with the person or business that rented the product. If they decide to charge for the damage, they can send the documentation with the charge.
Customer service assesses the case and follows up
A simplified illustration of this customer’s workflow. QR association and documentation handover describe their setup. The integration needs to be agreed for your rental system.
The product, rental order and recording belong together
A product can be rented more than once. Linking footage to the latest rental order is therefore a central part of this workflow.
- The product
- The QR code is used to identify the product that has come back.
- The rental order
- The latest order identifies which rental the recording is associated with.
- The recording
- The video lets customer service review what is visible at return and share the documentation during follow-up.
A workflow adapted to rental services
QR scanning, association with the latest rental order and handover to customer service describe this customer’s setup. To use ClipPack for returns, we review your rental system, product identification and case handling with you and agree on the integration needed.
Check the product and QR code
Match the QR code to the returned product. Confirm that it is the product you expected to receive.
Confirm the latest rental order
Check that the recording is linked to the relevant order. Resolve any incorrect association before using the documentation.
Document the visible return condition
Use lighting and a camera angle that show the product and relevant details. Note areas that cannot be assessed from the recording.
Review the recording and note findings
Check that the relevant clip plays. Describe visible damage precisely and separate observations from assumptions.
Send damage documentation to customer service
Include the order number, product reference, observations and a recording reference. Check that the recipient can open the documentation.
Record customer service’s assessment
Customer service assesses the case and any possible charge. Keep the decision and the documentation sent to the renter.
A checklist for returned rental products
Use this worksheet as a starting point for your return process. Adapt the checks to your products and customer agreements. This is a new worksheet based on the case workflow, not the customer’s own form.
Download the return checklist (PDF, A4)Plan the setup around your own workflow
The same camera placement and review principles apply when a returned product is checked against a rental order.
Before you decide
- What does the complete quote cover?
- Rental is priced per camera. Startup includes hardware and setup, and the final price depends on installation complexity and your requirements. The quote specifies the camera quantity, startup price, included equipment, mounting, any integration and agreed ongoing services.
- Can ClipPack work with our station and system?
- We review power, network access, camera placement and how you identify orders or products. Rental-system integration is assessed separately. The customer case describes one specific integration.
- How do we agree duration, retention and access?
- Recording length and your organization’s retention period are agreed with ClipPack during setup. Permissions control access to recordings. There is no self-service setting for changing retention.
- How long is the rental period, and how does it renew?
- The minimum rental period is 6 months. The rental then renews automatically for successive 6-month periods. Written cancellation must be received at least 30 days before renewal. The written quote specifies the cancellation notice, support and responsibility for equipment for you to review before ordering.
- Is there a free trial?
- We do not offer a free trial. We discuss your requirements and agree pricing, setup and terms before you order.