The simplest way is to track each rented machine as its own custom object record in GoHighLevel, with the return date on that record and the contractor linked as the customer. Reminders fire the day before, the morning it is due, and the day after. The bottom line: one contractor can have five machines out with five return dates, so the date belongs to the machine, not the customer.
What rental agreements set
Public rental agreements show the common structure. A sample agreement from Bellat Inc says the rental period ends on the agreed return date and time in the reservation, and that the customer must return the equipment on or before that date unless the rental company approves an extension in writing. A Montana state agency's standard equipment rental agreement lists an equipment identification number, a security deposit, and a rental rate with a unit base such as daily or monthly, and says daily rates are paid for each calendar day, except Sundays and legal holidays when the equipment is not operated.
These are examples, not your terms. Read your own agreement for the return time, the late charge, and how extensions work, then build the reminders around those terms.
The reminder schedule
| When | Message | Owner |
|---|---|---|
| 1 day before the return date | Machine is due back tomorrow, with an option to extend | Automatic |
| On the return date | Due back today, with the yard's closing time | Automatic |
| 1 day after | Overdue notice and a call task | Yard office |
Build it in GoHighLevel
- In your GoHighLevel account, go to Settings, then Objects, and click Add Custom Object. Enter Rental as the singular name and Rentals as the plural name, and label the primary field Rental Number. Only admins can create objects, and the internal name cannot be changed later.
- Add the fields to the rental object: Equipment name, Equipment ID, Out date, and Return due date.
- Open the object's Associations tab and add an association to Contacts with the label Renter. GoHighLevel's documentation shows this flow for linking records, and one object can link to many contacts.
- Create a record for each rental and link it to the renter contact.
- In Automation, choose Create Workflow and pick the workflow based on your custom object.
- Add the Custom Date Reminder trigger. For object workflows, GoHighLevel says the date field selector shows date fields on the same object. Select the date field and add Before Number of Days set to 1.
- Add the Add Associated Records to Workflow action, choose Contact as the object type, filter by the Renter association label, and select the contact workflow that sends your message.
- Build the contact workflow with Send SMS and Add Task actions, and insert the equipment name with the variable picker.
- If a rental is extended, edit the return due date on the record. The trigger works from the date on the record.
- Build a second object workflow with After Number of Days set to 1 to send the overdue notice and create a task.
Why the second workflow? GoHighLevel's support matrix lists conversations, bulk SMS, calendars, and payments as not supported for custom objects, and it lists emails to associated contacts as coming soon. The documented way to reach the owner is the Add Associated Records to Workflow action, which enrolls the linked contact in a normal contact workflow.
Text to send the day before
Hi [first name], the [equipment name] on rental [rental number] is due back tomorrow by [closing time]. Need more time? Reply with the new date and we will confirm.
What the workload looks like
For example, if 150 machines are out on rentals that average seven days, about 21 machines come due every day (150 divided by seven is 21.4). Calling each contractor takes a desk employee most of a morning. Three automatic messages per rental turn that into a short list of overdue machines.
Mistakes to avoid
- Holding the date on the contractor. Five machines need five dates.
- Forgetting extensions. Update the date when a rental is extended or the reminders will be wrong.
- Skipping the overdue step. The day after is when the yard loses a day of rental income.
- Using generic wording. Name the machine and the rental number.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Contractors often give a job site phone, so confirm the right number for return notices. This is general information, not legal advice.
Questions people ask
Can the reminder use a time of day?
The Custom Date Reminder trigger works in days before, on, or after a date, so put the return time in the message text.
Does GoHighLevel bill the rental?
GoHighLevel's support matrix lists payments and invoicing as not supported for custom objects. Keep rental billing in your rental software or use a separate invoice process.
How do I handle a partial return?
Create a rental record for each machine so each has its own date.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.