The handover protocol is your insurance against disputes: time-stamped photos, ticked-off accessories and both parties’ signatures. At return, the system shows the differences against handover — a scratch isn’t a debate, it’s evidence.
Handover protocol
When handing the vehicle over, open “Handover protocol” on the reservation detail. You go through:
- the vehicle’s accessory checklist (ticking off what the customer is taking over),
- the odometer and fuel level (for cars and machines),
- a description of existing damage (scuffs, dents…),
- photos of the vehicle from all sides — at least 6, and you can raise the number in the settings. The photos are compressed right on the phone and carry a timestamp,
- the customer’s and staff’s signature with a finger on the screen.
The signed protocol is immutable and permanently stored with the reservation. A copy can be emailed to the customer.
Return protocol
When the vehicle comes back, the process repeats. The system shows you the handover protocol next to the return one: what was ticked off at handover, what the odometer read and how the vehicle looked. You record any new damage or missing accessories — and you have the grounds for a deduction from the deposit.
Kilometres and surcharge
If the vehicle has a km/day limit set, the system calculates the mileage from the two protocols and, when the limit is exceeded, proposes the surcharge for the extra kilometres itself. You then record the surcharge in payments in one go.
Protocol templates
You edit the texts of both the handover and the return protocol under Settings → Documents, just like contracts — including variables. The structured data (photos, checklist, km) is always added at the actual handover or return.