Handover and return checks with photos, meters and signatures
Every 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.
PLANSEvery plan
Why it matters
Most damage arguments are lost because nobody can prove what the car looked like when it went out. Photos sit on someone's phone, the fuel was guessed, and the scratch on the rim may have been there last month. In SmartMy Rental each handover and return follows your template. The same photo angles are taken every time. The odometer and fuel are compared with the last check. Keys and cards are counted. The detailer and the workshop each sign their own points, and the customer signs last on the screen. Checks Done is refused while anything required is missing. The signed report goes to the customer as a PDF at once, with a few days to dispute it.
The problem it solves
- A customer says the dent was there when they took the car, and you have no photo to show it was not.
- Fuel is guessed at the return, so the refuel charge is a negotiation.
- The spare key goes missing and nobody can say on which hire.
- Each staff member checks a different set of things, and the detailer and the workshop never sign off their part.
How it works
- Set up templates under Rental > Configuration > Places and Items > Check Templates, or use the four ready-made ones. They are Car - Handover, Car - Return, Equipment - Handover and Equipment - Return.
- Press Out or Back on a hire. The check opens by itself, filled from the template and the car's last signed check. Readings show their value before, and damage already known is listed as not new.
- Tap an answer on each check point card: OK, Repair later, Needs repair or N/A. All OK answers a team's open points at once. Take a photo on each angle tile, read the meters and count the item list. Mark new damage with its area, size, estimated cost and a photo. On a phone, use the Staff app.
- Each team signs its part with its own Sign button, and staff press Staff Sign. Checks Done is refused with a list while anything required is missing. The check then waits Ready for Customer, locked.
- The customer signs last with Customer Sign, and that signs the check.
- Once signed, the car goes out or comes back. A failed point at the return sends the car out of service with a repair to do, and the return charges are made. The customer gets the PDF and may dispute it within the window.
Everything it does
Templates
- Kind: Going Out, Coming Back, Transfer, Return to Service, Periodic (Driver Pre-Start and Driver Stop with chauffeur duties)
- For: Vehicles or Equipment; Classes (a template for the car's class wins)
- Customer Signs and Staff Signs: on to start with; Each Team Signs: off
- Dispute Window (days): 2 to start with; 0 for none
- Check Points: question, Team (General, Detailer, Workshop, Operations, Other), Mandatory (on to start with), instruction, default answer, Part to Replace, Charge If Failed
- Photo Angles: name, Required, a hint for the person taking it
- Meters: Odometer (km or miles), Engine Hours, Fuel (%), AdBlue (%), Battery (%), Electricity (kWh), Water, Gas, Other; Required
- Item List: things to count and how many
Ready-made templates
- Car - Handover and Car - Return: 14 photo angles, odometer and fuel, 11 points for the detailer, workshop and operations teams. Item list: keys, registration card, insurance card, floor mats and charging cable
- Equipment - Handover and Equipment - Return: 8 angles, engine hours and fuel, 9 points (leaks, hoses, tracks, controls, safety guards, attachments, papers, clean). Item list: keys, operator manual and attachments
- No ready-made Transfer or Return to Service templates; without a template of a kind, that step happens at once
Doing a check
- Check points as cards grouped by team, with a progress bar per team
- One tap answers a card: OK, Repair later, Needs repair or N/A; tap again to clear. All OK answers a team's open points
- The top line counts answered, to repair and required left; filters All, To answer and Problems
- A note opens on a problem; Photo takes one with the camera, on the card
- Photos: a tile per angle, tap to take or upload; the top line shows taken and required left; Extra photo adds one
- Each photo gets the time it was taken; readings show the value before
- Odometer, engine hours, kWh, water and gas lower than before are refused; fuel, AdBlue and battery can go down
- Typing a reading marks it read; a real 0 is marked by hand
- Item list: present and condition Good, Damaged or Missing
- Damage: area, description, Minor or Major, New, Estimated Cost, Charge Customer, photo
Signing in stages
- A check goes In Progress, then Ready for Customer, then Signed; the Checks list has a filter for each
- With Each Team Signs, each team gets a button: Detailer Sign, Operations Sign, Workshop Sign, Other Team Sign
- A team's button is refused while its required points are open; once the team signs, its answers lock
- Staff Sign where the template asks; each button opens the signature pad with the signer's name filled in
- Checks Done lists what is missing: answers, photos, readings, team or staff signatures. Then everything locks
- Customer Sign comes last and signs the check; with no customer signature on the template, Checks Done signs it
- The Signatures tab lists who signed and when; nothing is typed there
- Pressing Out, Back, a transfer or a duty again uses the check that waits Ready for Customer, not a new one
After signing
- Going out: the car is out; coming back: the car goes to Turnaround, or Out of Service with a repair to-do when a point failed
- Return charges made from the readings, failed points and new damage
- Report sent to the customer with the PDF; Print Report for paper
- If the PDF cannot be made, the handover still goes through; a note on the check says to use Print Report and send it
- Cancel works while In Progress or Ready for Customer; a signed check cannot be cancelled, so make a new one
- Rental > Vehicles > Items > Checks lists them all, with filters In Progress, Signed and Disputed
Who uses it
Counter and yard staffDo the handover and return checks, on the web or in the Staff app.
Detailer, workshop and operations teamsAnswer their own check point cards and sign their part where the template asks. Their answers then lock.
CustomerSigns last on the screen, gets the PDF and may dispute it.
Rent ManagerMakes the templates and settles disputes and damage charges.
Where you use it
- Web: the check form opened from Out and Back, with the point cards, the photo tiles and the Sign buttons. Also Rental > Vehicles > Items > Checks; Rental > Configuration > Places and Items > Check Templates
- The SmartMy Rental Staff app: the check screen with the camera, readings and Add New Damage. Also Staff Signs, Customer Signs, Driver Signs, Team Signs, Finish and Share the Report. Built and in testing, not in the app stores yet)
- Customer pages and the SmartMy Rental app: the signed check reports as PDF
- Not offline: the apps need signal, though a step sent twice is done only once
- Not video: checks hold photos, not video walk-rounds
What you control
Settings
- Customer Signs and Staff Signs per template: on
- Each Team Signs: off
- Dispute Window: 2 days
- Check Point Mandatory: on; Photo Angle Required: on; Meter Required: on
Approvals
- Rental charge: new damage marked Charge Customer waits To Confirm. Confirm and Drop go through the Rental charge chain, Rent Managers by default, on every plan
Notifications
- Rental Check Report: to the customer when a check with them is signed, with the PDF
- In the app for customers with a login, and by the first channel that works in the order WhatsApp, email, SMS
- WhatsApp and SMS use your message credits; app push is built in and not switched on yet
- Each goes out at once; a person can switch off a channel, never the message, and in-app notices always arrive
- Customer messages go out on every plan, Starter included
Works with
SmartMy TransitReadings from the tracker at checks where Transit tracking is installed.
Questions
Can staff finish a check with photos missing?
No. Checks Done lists what is still missing, such as required photos, answers, readings or signatures, and refuses until it is done. Finish in the Staff app does the same.How do we know which damage is new?
Each check starts from the car's last signed check. Damage already there is listed as not new, and readings show their value before, so you see what changed.Can each team sign its own part?
Yes. Tick Each Team Signs on the template. Each team with check points, such as the detailer or the workshop, gets its own Sign button. It is refused while the team's required points are open, and the team's answers lock once it signs.When does the customer sign?
Last. Once the teams and staff have signed, Checks Done moves the check to Ready for Customer. Customer Sign then signs it, on the web or the phone, and the car goes out or comes back. For a vehicle or equipment, the driver may sign instead.Does the customer get a copy?
Yes. The signed report goes to them as a PDF, and they can open every report on their web page and in the app. Messages go out with Growth.Can we use our own checklists for machines?
Yes. Make templates for Equipment or for a class, with your own points, angles, meters and item list. A template for the car's class wins.Can we do checks on a phone?
Yes, with the SmartMy Rental Staff app, which is built and in testing and not in the app stores yet. The same check also works on the web.Related features
CHECKSDisputes on check reportsAfter a check is signed, the customer has a set number of days to dispute the report from their web page. Staff can open a dispute too, a Rent Manager even after the window, and the salesperson is given a to-do to answer it.CHECKSCharges from return checks: fuel, AdBlue, kilometres and damageWhen the return check is signed, what the customer owes is worked out from it. That covers kilometres or hours over the allowance, missing fuel, AdBlue and charge, a lost key, and new damage marked to charge. Damage waits for a manager; the rest goes on the next bill.CHECKSAI damage spotting with suggested repair costsOn a return check, the AI compares each photo with the same angle from the last check. It lists new damage it sees, with its confidence. It can also suggest a repair cost for each new damage line. Nothing is charged by itself: staff check every line. It comes with Growth and Scale and runs once switched on, using AI credits.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.SERVICE AND REPAIRSRepairs, who pays, and warranty and insurance claimsA check point marked Needs repair takes the car out of service and opens a repair. You record who pays: you, the warranty, the insurer or the customer. A customer charge waits for a manager to confirm, and warranty and insurance claims are followed to paid or refused.RATESIncluded kilometres or hours, and excess chargesSet how many kilometres, miles or engine hours each rental includes, per day, per month or per rental, or make them unlimited. What is used beyond that becomes a charge on the hire by itself, from the readings of the handover and return checks.
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.