Electronic signatures

Instead of printing the rental agreement, send it to the customer to sign on their phone - or on your counter iPad. They agree to use electronic records, take photos of their driver's license and proof of insurance, read the agreement and sign. The car signs itself out the moment they're done.

Electronic Signatures is a module (it needs Rental Car Tracking on too). If you don't see Send E-Sign Link, an Administrator Manager can turn it on in Modules and Permissions.

Send the agreement

1. Start a sign-out as usual and fill in the customer, RO number, mileage and return date - see Sign a car out.
2. Click Send E-Sign Link.
3. Check the customer's mobile phone, and add their email if you like.
4. Tick Text the link and/or Email the link. To text it, ask the customer the question shown and tick The customer agreed to get texts about this rental. Leave both unticked to get a link you copy and hand over yourself.
5. Optionally click Assign Lockbox, pick a lockbox and type its code - see below.
6. Click Send.

While the customer signs, the car shows E-Signing in Progress and can't be signed out to anyone else. A blue card in Needs Immediate Attention shows how far they've got.

Signing on the counter iPad

If your shop has a kiosk, click Send to Kiosk instead. The agreement opens on the iPad right away; the customer takes the license and insurance photos with the iPad and signs there. See Kiosks and dashboard screens.

What the customer sees

1. They open the link. If they open it on another phone or computer later, that one takes over.
2. They agree to use electronic records and signatures.
3. They photograph the front and back of their driver's license, then their proof of insurance.
4. They read the agreement, tick the confirmations and sign.
5. They get a copy of the signed agreement - and, if you assigned one, the lockbox and its code.

Texting may not be available on free or complimentary plans - email the link or use the kiosk instead.

Follow progress

Click Signing progress on the car (or the blue card) to see each step, the photos the customer uploaded and the full record. From there you can send the link again, send a new version of the agreement (the old link stops working), or cancel the signing.

When the customer signs

• The car is signed out automatically and everyone who uses the rental fleet is notified.
• The signed agreement and its signing record are kept in the car's Vehicle history.
• If something stops the automatic sign-out (for example the car isn't ready), the notification says so and you sign it out by hand.

Lockboxes with e-signatures

For after-hours pick-ups, assign a lockbox when you send the link. The lockbox shows the customer's name on the board, and the customer sees the lockbox and its code only after they sign. One lockbox can be used by one signing at a time. See Lockboxes.