Check-in (Pick-up)

Complete the vehicle handover when the customer collects the vehicle: record the pick-up time, odometer and fuel level, and inspect the vehicle's condition before it leaves.

Where to access it

Open the left menu item Reservations, then open a reservation to reach the check-in. The handover is done with the Hand Over Vehicle action in the Details tab, and the condition inspection lives in the Vehicle Condition tab.

Recording the pick-up details

The Hand Over Vehicle window collects three values:

• Actual pick-up time – the date and time the customer collects the vehicle.
• Odometer on pick-up – the mileage reading at the moment of handover.
• Fuel tank level on pick-up – the fuel level, entered with the preset buttons from E (empty) to F (full), in steps such as 1/8, 1/4, 1/2, 3/4, and so on. For electric vehicles this is a Battery level on pick-up value in kWh instead.

From this window you can either Hand Over Vehicle to finish the handover, or Proceed to inspection to go straight to the condition check. Cancel closes without saving.

Inspecting the vehicle condition

The Vehicle Condition tab, and the full-screen Vehicle condition on pick-up window, walk you through an inspection checklist. For each item you mark either Pass or Issue Found.

• When you mark Issue Found, a Vehicle diagram appears where you click the exact spot to add an issue.
• Under Issue notes you describe each issue marked on the diagram.
• Under Photos you upload one or more photos for that issue.

Use Save to store the condition, or Save & Generate inspection to also create the inspection sheet. Reset clears the recorded condition.

Customer self check-in

If self check-in is enabled for the reservation, the customer can complete part of the check-in themselves. They open the check-in page, enter their Reservation ID and Customer email, and continue. There they see:

• Vehicle location, a map, and any Exact instructions.
• Odometer on pick-up and Fuel tank level on pick-up.
• An Inspection checklists list showing each item as OK or Not OK, and an Interactive Vehicle Diagram of any damage.
• Required Photos, where the customer takes a photo for each requested item.
• A Signature section, where the customer enters their Full name and draws a signature, then clicks Save signature.

What happens next

• The pick-up time, odometer, and fuel level are recorded against the reservation.
• The recorded condition, issues, and photos are stored for later comparison at return.
• The status description changes to show the vehicle has been collected and is currently on rent.

Important behavior and special cases

• The Actual pick-up time, Odometer on pick-up, and fuel level are all required before the vehicle can be handed over.
• You cannot hand over another vehicle while the current one has not yet been received back.
• In the customer self check-in, the Save signature button stays disabled until all required photos have been uploaded.