The SmartMy Rental Staff app for the yard
Counter 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.
PLANSEvery plan
Built and in testing, not in the app stores yet.
The problem it solves
- The handover is on a paper sheet and the photos sit on a staff member's own phone. Nobody finds them when the car comes back damaged.
- Staff walk back to the counter computer to see which cars go out next or which are overdue.
- A car goes out with an expired insurance paper or with service overdue, because nobody checked.
- Two people record the same return twice when the signal drops.
How it works
- Staff with the Rent User role sign in to SmartMy Rental Staff with their web login or a passkey. The app opens on Today; the Menu holds Bookings and Vehicles as on the web.
- Today (Bookings > Out and Due) lists Overdue, Going out, Coming back and Called off to collect, with Out and Back on each line. A line opens its order, with Call Off.
- Out first runs the same rules as the web: drivers verified, papers in date, service not overdue, the agreement signed where you require it. It says what is missing.
- Then the handover check opens. Answer each point, take the photo of each angle and type the readings. Tick the item list, add damage, collect the signatures and press Finish.
- Back opens the return check the same way. Share the Report sends the signed PDF from the phone.
- Vehicles > Items > Vehicles finds a car by name, code or plate, or by Scan the car on its QR label. Vehicles > Availability > Depot Transfers dispatches and receives cars between depots, each with its check.
Everything it does
Today
- Overdue: on hire past the end, leaving out hires that roll on
- Going out: booked to start today or earlier; Coming back: due back later today
- Called off, to collect, in call-off order
- Each line: car and plate, customer, order, from or until, and the call-off number
- Counts for going out, coming back and overdue on the Menu tile
- Call Off on an order asks who at the customer asked, then gives the call-off number
The check on the phone
- Each point: OK, Repair, Later or N/A
- The camera for each angle of the template, and Extra photo
- Readings: odometer in km or miles, engine hours, fuel, AdBlue and battery percent, water, gas, other; the reading at handover is shown on return
- The item list with the expected count
- Add New Damage: where, what, minor or major, estimated cost, charge the customer or not, and a photo
- Signatures on the screen: Staff Signs, Customer Signs, Driver Signs, Team Signs (Detailer, Workshop, Operations, Other)
- Finish lists what is still to do; Share the Report sends the PDF
- A team's answers lock once that team has signed. A check Ready for Customer opens locked: the customer signs on the phone, then Finish
Vehicles
- Search by name, code or plate, filter by yard state, or scan the QR label (a plate works too)
- A car shows its rental now, its papers with expired ones marked, and its highlights
- Ready (from turnaround or inspection), Out of Service with why, Back in Service with its check
- Depot Transfers: planned and in transit, Dispatch and Receive, each with its check when the template asks
Deliveries, duties and approvals
- Bookings > Deliveries and Collections: jobs with place, slot and items; Call, Map, On the Way, Waiting, Delivered or Collected through the check
- Bookings > With Driver > Duties: chauffeur and operator duties (Scale)
- A staff member sees every job and duty when Only my jobs or Only my duties is off
- Approvals: what waits for you to approve, such as charges to confirm; hidden when nothing waits
Signal and safety
- Needs signal: nothing is kept on the phone to send later
- A step sent twice, after a dropped signal, is done only once
- Staff see and change only what their role and Entities allow on the web
Who uses it
Counter staffHands cars over and takes them back with the check, and calls off for customers who phone.
Yard staffFinds cars by QR, marks them ready or out of service, and moves them between depots.
Delivery driverDelivers and collects with the check at the customer's door.
Rent ManagerSets the check templates the app follows, and approves where chains are used.
Where you use it
- The SmartMy Rental Staff app (iPhone and Android), built and in testing, not in the app stores yet. Its Menu: Bookings (Out and Due, Deliveries and Collections, With Driver > Duties) and Vehicles (Vehicles, Depot Transfers)
- Web: the same menus in the back office
- Not in the app: making or pricing a booking, and billing; staff do these on the web
- Not in the app: working without signal
What you control
Settings
- Who uses it: the Rent User or Rent Manager role
- Check templates: points, photo angles, readings, item list and signatures, set on the web
- Agreement signed before going out: per Entity, with SmartMy Sign (Growth)
- AI damage buttons: shown only where the AI side is switched on, which no Rental plan installs
Notifications
- Rental Check Report: to the customer when a check is finished (Growth). In the app, and by the first channel that works: WhatsApp, email, SMS
- A check report notice opens the check in the Staff app
- App push is built in and not switched on yet; WhatsApp and SMS use your message credits
Questions
Is the app in the stores?
Not yet. It is built and in testing. Until then, staff can use the same screens on the web from a phone browser.Can a car go out with an expired paper?
No. Out checks the car's papers, the drivers, service due and, where you require it, the signed agreement, and says what is missing.Does the app work without signal?
No. It needs signal. If the signal drops and a step is sent again, it is done only once.Can drivers use the same app?
Drivers have their own app, SmartMy Rental Driver, with only their duties and deliveries. Staff see jobs and duties in the Staff app.Does the app spot damage with AI?
Yes, on Growth and Scale. The check screen shows both AI buttons once AI damage spotting is on, and the person needs AI. Each run uses AI credits.Which plan has it?
Every plan has Today, Vehicles, Depot Transfers, Deliveries and the checks. Duties come with Scale.Related features
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.FLEET AND DEPOTSDepots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.DRIVERS AND DELIVERYDelivery and collection with zones and chargesBring the car or machine to a hotel, the airport or a site and fetch it back. A delivery job is made when the hire is confirmed and a collection job when the customer calls off. They are priced by zone or distance, with after-hours and waiting charges.FLEET AND DEPOTSVehicle papers with expiry datesKeep the registration, insurance, permits, fitness and other papers of every car and machine with their numbers, dates and files. The depot manager is reminded before each one expires, and an expired paper stops the car going out.CHAUFFEUR AND WET HIREThe SmartMy Rental Driver appChauffeurs, operators and delivery drivers see their own duties and jobs on the phone. They start duties with a check, fill in the docket, get the customer's signature, and mark deliveries on the way and done. The app is built and in testing, not in the app stores yet.CUSTOMERSFleet dashboardTwo ready-made dashboards open first in SmartMy Rental. Dashboard shows what is out, what goes out next, what is called off and what is not ready. Fleet shows the yard: ready, on hire, in turnaround, out of service, and papers by type.
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.