EN
ESDamages lets you record and track vehicle damage from inspections and returns, from the first report all the way through repair, cost, insurance, and settlement.
Where to access it
Open Fleet Operations → Damages. The page shows a searchable list of damage records. Click Add Damage to create a new record, or click a row to edit an existing one.
Details
The Details card captures the basics of a damage record:
- Repair Status – Reported, Under review, Sent for repair, Repaired, or Closed.
- Vehicle – the vehicle the damage belongs to.
- Odometer reading – the mileage at the time the damage was recorded.
- Damage category – the type of damage (for example a scratch, dent, or tyre issue).
- Severity level – Minor, Moderate, or Severe.
Incident Details
- Driver – who was driving when the incident occurred.
- Incident Date – the date and time of the incident.
- Description of incident – a free-text account of what happened.
- Police report – a switch that, when turned on, reveals Report date and Report number.
Link to Reservation
You can link a damage record to the reservation it came from. Use Find Reservation to search by reservation ID, customer name, email, or phone. Once linked, the customer's name, email, and phone are shown, along with any other damages already recorded for the same reservation. You can Open reservation or Remove reservation as needed.
Damage Details
- Interactive Vehicle Diagram – click on the vehicle outline to set the exact location of the damage.
- Description – a detailed description of the damage.
- Photos & Videos – upload photos and videos by choosing or dragging them, or use load from reservation to pull in inspection photos from a linked reservation. Existing media can be deleted individually.
Repair Cost
Enter the cost of the repair broken down into Repair, Parts & Materials, Towing, Cleaning, and Administration. The Total Amount is calculated automatically from these values.
Settlement
Record how the total is shared between the parties responsible:
- Customer charge – the amount charged to the customer.
- Insurance company – the amount covered by insurance (you can copy in the Approved Amount).
- Third party – the amount covered by a third party.
- Rental company – calculated automatically as the Total Amount minus the amounts paid by the customer, insurance company, and third party.
Insurance
Track the insurance claim with Insurance company, Claim ID, Claim status (Submitted, Rejected, Approved, Paid, or Closed), Approved Amount, and Paid date.
Searching and filtering the list
- Search by Reservation ID.
- Filter by category, status, severity, and vehicle using the dropdowns above the list.
How to use it
- Open Fleet Operations → Damages.
- Click Add Damage.
- Choose the Vehicle, set the Repair Status, Damage category, and Severity level.
- Add incident details, mark the damage location on the diagram, and attach photos or videos.
- Enter the Repair Cost and the Settlement and Insurance details as needed.
- Click Save.
What happens next
- The damage appears in the list and in the vehicle's Damages tab and open-damage count.
- Changes to an existing record are recorded and can be reviewed under History.
- You can add internal Notes to a damage record for your team.
Important behavior and special cases
- The Total Amount and Rental company fields are calculated automatically and cannot be edited directly.
- The Police report fields and the load from reservation option only appear when relevant (a police report is switched on, or a reservation is linked).
- Each of the repair cost fields is required.
- Editing is only available to users with permission to manage damages; otherwise the page is read-only.