Guide · hire
Road-rail equipment hire management software
To hire or take delivery of a road-rail vehicle, first describe the need (task, rail environment, attachments, period, transport, rail-mounting), build a verifiable dispatch record, then track events through to the return. Trackary organises this information for owned or hired equipment; it is not a hire company.
Before booking
Describe the need before choosing the machine
The equipment family is not enough to qualify a request. The hire company and the hirer need shared context: planned task, rail environment, attachments, period, transport, rail-mounting and site constraints.
This framing stops a generic description from hiding a difference in configuration. The information to request and the approvals to obtain must be set by the procedures, the contract and the site's requirements.
Working checklist
- ✓ Mission and planned work described without ambiguity.
- ✓ Site, access, delivery and collection conditions identified.
- ✓ Configuration, tools and expected attachments listed.
- ✓ Contacts at the hire company, the hirer and the site named.
- ✓ Documents and evidence expected before dispatch agreed.
- ✓ Rules for reporting, immobilisation and assistance set out.
- ✓ Return condition and terms defined contractually.
Trackary is not a hire service
Trackary is management software. It can be used to organise information about owned or hired equipment, but it does not supply equipment, choose a hire company or conclude the hire contract.
Dispatch
Build a verifiable dispatch record
The record must make it possible to reconcile the request with the equipment actually delivered. A single document is not enough if the identifier, configuration or period covered does not match the machine present.
| Block | To record | Review question |
|---|---|---|
| Identification | Fleet or hire number, chassis, model, configuration | Is this definitely the equipment delivered? |
| Equipment handed over | Tools, rail attachments, keys, consumables and documents | Does what was handed over match the request? |
| Starting condition | Relevant meter reading, observations, visible damage and useful photos | Is the initial condition understood and shared? |
| Technical file | Documents expected, versions, dates, scope and restrictions stated | Does each document apply to this configuration? |
| Mission instructions | Contacts, limits of use, incident procedure and return | Do users know who to call and what to do? |
From site to fleet
Track events through to closing the return
During the hire period, findings must not stay on a phone or in a verbal exchange. A fault, a stoppage, a job or a change of attachment must join the mission record with its author and its outcome.
- Receive Compare the equipment, configuration, condition and items with the request and the expected delivery note.
- Hand over Identify the person taking charge of the equipment and log any initial reserves.
- Track the mission Link planned checks, events, stoppages, assistance and decisions to the right equipment.
- Prepare the return Gather attachments, documents, readings and discrepancies before the equipment is collected.
- Record the return Compare the return condition with the starting condition and surface any disagreements rather than smoothing them over.
- Close the record Keep the return document, the remaining actions and the outcome agreed between the parties.
A record is not a ruling
Photos, dates and comments document an event. Interpreting them, attributing damage, or deciding to put the equipment back into service, is a matter for the contract and the competent parties.
Digital management
Trackary's role in a fleet made up of hired equipment
Trackary can centralise the mission, the equipment record, the documents received, the starting condition, the field reports and the return. The team can then find the operational record without mixing up the owner's information with the hirer's findings.
The configuration must reflect the real roles: who imports a document, who acknowledges receipt, who reports a reserve and who closes an action. This separation is more useful than a single shared folder where anyone can replace a file.
Before dispatch
Request, equipment assigned, expected documents, attachments and points to check.
During the mission
Field reports, photos, incidents, exchanges and actions linked to the equipment.
On return
Joint condition assessment, items returned, remaining reserves and documented closure.
Management software, not a hire company
Trackary does not display a catalogue of equipment for hire and does not guarantee its availability. To obtain a machine, you need to contact a hire provider qualified for the need directly.
Frequently asked questions
Sources and limits of this guide
- INRS — Use of machines: acquisition, resale, hire, loan and provision ↗ Reference points on identifying equipment, the contract, documents handed over and the responsibilities that remain under a machine hire arrangement.
- INRS — Periodic inspections: employer obligations ↗ Legal briefing updated in 2025, notably on hired equipment, the reports to obtain and the user employer's responsibility.
- SNCF Réseau — Checking the compliance of your works equipment ↗ Context on compliance checks for works equipment; a hire record should point to the documents that genuinely apply to the equipment and its use.
- This guide does not replace general or specific hire terms, site procedures, or the advice of a qualified professional.
- How inspections, transport, insurance, damage and decisions are shared must be set by the parties for each contract.