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Generate your StageReturn PDF Reports

StageReturn allows you to generate several types of PDF reports depending on your needs: complete project reports, individual equipment reports, sub-rental reports, before/after comparison reports, service repair reports or equipment history reports.

In This Guide

Understand the purpose of PDF reports
Generate a project PDF report
Generate an equipment PDF report
Generate a sub-rental PDF report
Generate a before / after PDF report
Generate a repair PDF report
Generate an equipment history PDF report
Configure, customize and choose a PDF template

1. What are PDF reports used for?

PDF reports provide a clear, structured and shareable record. They can be used internally, sent to customers, attached to service files or archived to keep reliable records of projects, equipment returns, sub-rentals or repairs.

Example : After a project return, the team generates a PDF containing defective equipment, photos, missing equipment and any applicable charges to keep a complete record.

2. Project PDF Report

The project report generates a complete document gathering all defective and missing equipment associated with a project.

It can include project information, customer information (if provided), defective equipment, missing equipment, serial numbers, descriptions, quantities, photos attached to defects and, if selected, a billing section with custom lines and an automatic total.

When pre-departure proof records exist, StageReturn can automatically display the matching proof when the same serial number is detected between a proof record and a defect.

To generate it, use the PDF generation action from the project list page.

Example : une entreprise termine le retour d’un événement. Elle génère un rapport de projet afin de conserver une preuve complète des défauts constatés, des équipements manquants et des éventuels frais à facturer.

3. Equipment PDF Report

The equipment report generates a document dedicated to a single piece of equipment identified by its serial number.

It can include equipment information, serial number, associated defects, descriptions, archived photos and information related to the projects in which the equipment appeared.

To generate it, open the related project, go to the Defects tab, then open the equipment details page. Use the PDF generation action from this equipment record.

Example : A projector returns with a scratch during a specific project. The company opens the equipment record from the Defects tab and generates a dedicated PDF report containing only the related information, description and photos.

4. Sub-rental PDF Report

The sub-rental report generates a document dedicated to equipment that has been sub-rented as part of a project.

It can include equipment information, serial number, sub-rental details and the related rental period, including start and end dates.

To generate it, open the equipment details page from the Sub-rental taband use the PDF generation action.

Example : A company sub-rents a piece of equipment from June 10th to June 15th. It generates a sub-rental report to keep a clear record of the rental period and the equipment involved.

5. Before / After PDF Report

The before / after report allows you to compare a pre-departure proof record with equipment reported as defective upon return.

It can include photos taken before departure, photos of the defect found upon return, the serial number, equipment information and project information.

To generate it, open the Pre-departure tabselect a pre-departure proof record, then choose the matching equipment from the Defects tab.

Example : A piece of equipment returns with a scratch. The company compares the pre-departure proof with the return photos to clearly demonstrate the condition of the equipment before and after use.

6. Repair PDF Report

The repair report documents a service repair performed on a piece of equipment.

It can include equipment information, serial number, diagnostics, repair details, recorded costs, associated photos, repair status and tracking information.

To generate it, open the Service Repairs module, select the repair and use the PDF generation action.

Example : After a service repair, the company generates a PDF containing diagnostics, completed actions, costs and photos to keep a complete repair record.

7. Equipment History PDF Report

The equipment history report allows you to retrieve all projects in which the same piece of equipment appeared, along with related defects, photos and associated information.

It can include related projects, customer information when available, dates, problem descriptions, archived photos and information linked to previous incidents.

To generate it, open the Warehouse History page, then access the SN Profilespage. Select the profile matching the desired serial number and generate the history report.

Example : A customer reports a scratch on a projector after an event. Before making a decision, the company opens the projector’s SN Profile and generates its complete history to verify whether the scratch or a similar defect had already been reported on a previous project.

8. PDF Templates and Customization

Customize Your PDF Templates

PDF templates can be configured from the Admin Panel, under the Edit PDFs.

This page allows you to customize the information displayed on your PDF reports, including your company logo, company name and address displayed on generated documents.

Changes made in the Edit PDFs page are automatically applied to all PDF reports generated by your company.

Choose a Template During Generation

When generating a PDF report, you can select the template that best fits your needs. This allows different layouts depending on whether the document is intended for a customer, internal use, a service file or archiving purposes.

Example : A company configures its logo, business name and address in the Edit PDFspage. When generating a project report, it then selects the desired template to obtain a document customized with its company branding.

Best Practices

Add clear photos before generating a report.
Verify defect and repair descriptions.
Enter serial numbers to improve automatic matching.
Use pre-departure proof records whenever possible.
Include only the information relevant to the recipient.
Archive important PDFs for future reference.

Next Step

Learn how to connect StageReturn to your business tools using APIs and ERP integrations.

View the API & ERP Guide