Driver licences, IDs, age rules and blocklist
Keep each driver's licence, international permit and ID with photos, verify them once. A self-drive car goes out only when every driver on the order passes. Each needs a licence valid for the whole hire, old enough, licence held long enough, and must not be blocked.
PLANSEvery plan
The problem it solves
- A car goes out to a driver whose licence ends halfway through the hire.
- A tourist with a foreign licence and no international permit is handed the keys.
- Your insurer says no driver under 25 on the sports cars, and the counter forgets.
- A customer who left unpaid fines last year books again under a new email.
How it works
- Set the rules on each car or machine: Youngest Driver (years) and Licence Held (years). Settings decide whether foreign licences need an international permit and whether drivers must be verified.
- Add the driver under Rental > Bookings > Drivers or on the order. Give the licence number, country, class, issue and expiry dates, date of birth and nationality. Add the ID and the permit, with photos.
- Customers can type their licence and add photos themselves in the SmartMy Rental app, under Licence and ID, before they come.
- Staff look at the papers and press Verify. Who verified and when are kept.
- Add the drivers to the order; the first is the main driver. A yellow box lists what is wrong while anything is.
- Out is refused until every driver passes, with the list of what is missing. The staff app's Out says the same before the handover check opens.
Everything it does
The driver record
- Licence: number, country, class, issued and expiry dates; years held worked out from the issue date
- Person: date of birth (age worked out) and nationality
- ID and Permit: ID type, number and expiry; International Driving Permit number and expiry
- Photos: Licence Front, Licence Back, International Driving Permit, ID Front, ID Back, Selfie, Other
- Verify and Undo Verification, with Verified By and the time
ID types by country
- Ready-made: Passport, National ID Card, Emirates ID (UAE), Aadhaar (India, no expiry date), Residence Permit
- Add your own with a country (empty: any country) and whether it has an expiry date
What stops a self-drive car going out
- No driver on the order
- The driver's contact is blocked from renting, with the reason
- No licence number, or the licence ends before the hire does
- Younger than the car's Youngest Driver, or the licence held fewer years than its Licence Held
- A licence from another country than the Entity's without a valid international permit, when that setting is on
- An ID with an expiry date that ends before the hire
- Not verified, when that setting is on
- Every driver on the order is checked against every self-drive line
Blocklist
- On the customer's contact, Rental tab: Blocked from Renting and Why Blocked
- Every driver record of that contact is blocked; the Drivers list shows them in red
- Online bookings from a blocked customer are refused, also when the email or the phone matches a blocked contact (Growth)
Who uses it
Counter staff (Rent User)Add drivers, look at the papers, Verify, and fix what the order lists.
Rent ManagerSets the ID types and the two settings, and blocks customers.
CustomerTypes their licence, expiry and date of birth and adds photos in the app before pickup.
Where you use it
- Web: Rental > Bookings > Drivers; the Drivers tab of an order; Rental > Configuration > Customers and Channels > ID Types; the Rental tab of a contact
- The SmartMy Rental app: Licence and ID in the Menu, with licence number, expiry, date of birth and four photos. Built and in testing, not in the app stores yet)
- The SmartMy Rental Staff app: Out checks the drivers first and lists what is missing
- Online booking page: name, licence number, country, issue and expiry dates and date of birth on the form (Growth)
- Not done for you: checking a licence with a government register or an ID service; staff verify by looking at the papers
- Not checked: cars that go out with your own driver, and equipment
What you control
Settings
- IDP for Foreign Licences: on to start with
- Drivers Verified Before Going Out: on to start with
- Youngest Driver (years) and Licence Held (years): per car or machine, empty (no rule) to start with
Questions
Can we refuse drivers under 25 for some cars only?
Yes. Set Youngest Driver on those cars. A driver with no date of birth counts as too young, so the date must be on the record.Do customers send their licence before they arrive?
They can, in the SmartMy Rental app: licence number, expiry, date of birth and photos of the licence, ID and a selfie. Staff still look at them and press Verify. Once verified, the customer can no longer change the details.Does a foreign licence always need an international permit?
Only when IDP for Foreign Licences is on, which it is to start with. A licence counts as foreign when its country differs from your Entity's country, so the licence country must be filled in.Can a blocked customer book online with a new email?
Not if their phone number matches. The booking is refused when the email or the phone belongs to a blocked contact.Is the licence checked against a government database?
No. The record and the checks are in SmartMy; the verification is done by your staff.Related features
HIRE ORDERSHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.FLEET AND DEPOTSVehicles and machines in classes, self-drive or with driverEvery car, van or machine is its own bookable item, grouped in classes your customers recognise. Each item says whether it goes out self-drive, with your driver or operator, or both, and what a driver needs to hire it.CUSTOMERSThe SmartMy Rental app for customersYour customers follow their rentals on the phone: what is on hire, call off, ask to extend, pay, and share check reports. They keep their licence and ID photos in the app, and book a car when you take bookings online.CUSTOMERSThe SmartMy Rental Staff app for the yardCounter and yard staff run the day from a phone. They see what goes out, comes back, is called off or overdue. They handle each car by QR scan, depot transfers and deliveries. Every handover and return check is done on the phone, with photos, readings, damage and signatures.CUSTOMERSOnline booking page and website widgetEach Entity gets its own booking page, which also sits inside your website as a widget. Customers find a free car or class, choose cover and extras, give their licence details, book and pay. A booking not paid in time is cancelled and the car freed.CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.