The Apex Rental Pro mobile app is a companion to the web application, built for running your business from a phone or tablet in the field. Admins get an on-the-go version of the full app; crew members and employees get a streamlined view of their schedule, their clock, and the jobs they're assigned to. It works on both iPhone and Android.
Installing the App
- iPhone / iPad — search "Apex Rental Pro" in the App Store.
- Android phone / tablet — search "Apex Rental Pro" on Google Play.
Install, open, and sign in with the same username and password you use on the web app.
First-Time Sign-In
On your first sign-in the app:
- Connects to your account's server
- Asks permission to send push notifications (recommended — for reminders, schedule changes, and alerts)
- Asks permission to use your location (recommended — for GPS-tagged time clock punches)
- Asks permission to use your camera (recommended — for asset photos, document capture, contract signatures)
You can change any of these later in your phone's Settings app under Apex Rental Pro permissions.
Home Dashboard
The home screen is a swipeable stack of cards showing:
- Today's schedule — events or route stops for today
- Upcoming — the next few days
- Open quotes
- Reminders due or overdue
- Overbooking alerts, portal requests, and website leads
- Time clock — clock in / clock out right from the dashboard
Admins can reorder the cards by long-pressing and dragging.
Core Features on Mobile
Everything an admin can do on the web, you can do on your phone:
- Browse the calendar, tap any event to view or edit
- Create a new event, quote, or contract
- Look up a customer and call or text them with one tap
- Review invoices and mark deposits paid
- Check inventory availability for a date range
- Email quotes, invoices, and contracts
- See analytics
- Manage employees
Crew members and non-admin employees see a simplified version that shows only what they're assigned to, with pricing and customer contact details hidden per the permissions you've set.
Mobile-Only Capabilities
A few things are better (or only) on mobile:
GPS Time Clock
When an employee clocks in from the mobile app, their location is recorded along with the timestamp. This lets you verify that a clock-in happened at the job site, not in their driveway. See Time Clock.
Camera Capture
Snap a photo and attach it directly to:
- An asset (document condition, wear, damage)
- An event (setup shot, completed job for the customer)
- A maintenance log entry
- A customer note
No need to email yourself a photo from your phone — it's attached to the right record in one tap.
Contract Signing in Person
Hand your phone to the customer at the setup appointment. They can sign the rental contract right on the screen and you have a signed PDF on file before you leave the driveway.
Push Notifications
With notifications enabled, your phone alerts you for:
- New overbooking alerts
- Website leads and quote responses
- Schedule change notifications (for assigned employees)
- Reminders coming due
- Portal requests from lawn-care customers
One-Tap Directions
Any event or route stop with an address has a Directions button that opens your phone's preferred maps app (Apple Maps, Google Maps, Waze) with the destination pre-filled.
Offline Behavior
The mobile app is network-connected by design — it's not a fully offline app. If you lose signal briefly:
- Time clock punches are queued and sync when signal returns
- Photos stay local on your device and upload when signal returns
- Browsing (events, customers, inventory) may not work until you're back online
For long stretches with no signal (remote sites), make a note of what you did and enter it when you're back on a connection.
Device Sessions
You can be signed in to Apex Rental Pro on multiple devices at once — your phone, your tablet, and your office computer all at the same time. To see or revoke active sessions:
- Open the app and go to Settings → Device Sessions.
- You'll see every device signed into your account with the last-active time.
- Tap Revoke on any session you don't recognize or no longer use.
Biometric Sign-In (Passkeys)
To skip typing your password every time:
- Sign in once with your username and password.
- Go to Settings → Security.
- Tap Enable Face ID / Touch ID / Fingerprint Sign-In.
- Approve the passkey prompt.
Next time you open the app, your face or fingerprint signs you in.
Two-Factor Authentication
For extra security, enable Two-Factor Authentication under Settings → Security. You'll need an authenticator app (Google Authenticator, Authy, 1Password, etc.). Sign-ins from new devices then require a 6-digit code from the app.
Employee / Crew View
When an employee signs in, they see:
- My Schedule — only events they've been assigned to
- Today's Route — (lawn-care profile) today's stops in order
- Time Clock — clock in, clock out, view their own hours and pay stubs
- Assignment Notes — what the admin wrote about their role on each event
Employees do not see pricing, other employees' schedules, or unassigned events unless you've granted those permissions. See Employees.
Gotchas
- Use the same account on phone and web: Your mobile app and web app share the same account data. Anything you do on one shows up on the other.
- Permissions matter: If the app can't take photos or get your GPS location, it's a phone-level permission issue, not an app bug. Open your phone's Settings → Apex Rental Pro → allow Camera / Location / Notifications.
- Battery drain during a long route: GPS-heavy days (lawn-care routes with continuous location) can drain battery. Bring a car charger.
- Push notifications need a live install: Uninstalling and reinstalling the app resets its notification registration. Sign back in and re-allow notifications when prompted.
- Biometrics protect the app, not the account: Face ID / fingerprint sign-in is a convenience for this one device. It doesn't replace your account password — someone with your username and password can still sign in from another device. Pair biometrics with two-factor authentication for full protection.
- Employee view is not a separate app: There is only one Apex Rental Pro mobile app. What an employee sees depends on the permissions on their account, not the app they downloaded.