Vehicle papers with expiry dates
Keep 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.
PLANSEvery plan
The problem it solves
- A car goes out with insurance that lapsed last week, and you learn it at the police check.
- Permit and fitness dates sit in a diary that only one person reads.
- The scanned papers are in someone's mailbox when the customer asks for a copy.
How it works
- Check the paper types under Rental > Configuration > Customers and Channels > Paper Types. Seven come ready-made; add your own with a country, Remind Before (days) and Expired Stops Hire.
- On each item's Papers tab add its papers: type, number, issuer, issue and expiry dates and the file.
- A daily job gives the depot's Branch Manager a to-do when a paper enters its reminder time, once for each expiry date.
- When someone presses Out, a car with an expired paper of a type that stops hire is refused, with the paper named.
- See every paper under Rental > Vehicles > Items > Papers, filtered by Expiring Soon or Expired.
Everything it does
Paper types
- Ready-made: Registration, Insurance, Permit, Fitness / Roadworthiness, Emission Test, Lifting / Crane Certificate, Warranty
- Country: empty means every country
- Remind Before (days): 30 to start with
- Expired Stops Hire: on to start with; off for Warranty
Each paper
- Number, Issuer, Issued, Expires, the file and a note
- State: Valid, Expiring Soon or Expired
- Archive a paper you replaced; the history of changes is kept
Reminders and stops
- To-do for the Branch Manager (or the person who made the item) when a paper enters its reminder time. It is due within 7 days or by the expiry date
- One reminder for each expiry date; a renewed paper with a new date is reminded again
- Going out is refused while a paper that stops hire has expired, also from the Staff app
- Items filter Papers Expiring: papers expiring in the next 30 days
Who uses it
Rent ManagerSets the paper types, reminder days and which ones stop hire.
Branch ManagerGets the reminders and renews the papers of the depot's cars.
Counter and yard staffSee a car's papers and are stopped from sending out a car with an expired one.
Where you use it
- Web: the Papers tab of each item; Rental > Vehicles > Items > Papers; Rental > Configuration > Customers and Channels > Paper Types
- The SmartMy Rental Staff app: a car shows its papers, expired ones marked (built and in testing, not in the app stores yet)
- Not shown to customers
What you control
Settings
- Remind Before (days) per paper type: 30
- Expired Stops Hire per paper type: on (off for Warranty)
- Country per paper type: every country
Notifications
- Paper reminders are to-dos for the Branch Manager in the back office, not messages
Questions
Can we keep papers that differ by country?
Yes. Give a paper type a country, for example a Mulkiya for the UAE or an RC for India. Leave it empty for types every country uses.Who is reminded?
The Branch Manager of the car's depot, or the person who made the item when the depot has none. The reminder is a to-do in the back office.Will an expired warranty stop the car?
No. Warranty comes with Expired Stops Hire off. Every other ready-made type stops hire when it has expired; you can change that per type.Can we store the scanned paper?
Yes. Each paper has a file, kept with the item, next to its number and dates.Related features
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.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.SERVICE AND REPAIRSService due by kilometres, hours or daysEach car or machine has its service plans, due by kilometres or miles, engine hours or days, whichever comes first. The meters come from every signed check. The depot manager gets a to-do when a service is near, and you can stop an overdue car from going out.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.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.