Handover

Check Out is the moment the booking becomes a hire: the vehicle is pinned, its condition recorded, the customer identified, the balance and bond settled, and the hire agreement signed. The booking goes from CONFIRMED to ACTIVE.

Where it runs

Open the booking, then Workflows, then Check Out. The side panel asks where to continue: Continue here, in the panel at the counter, or on a tablet or phone enrolled for the branch. Sent to a device, the same steps appear on that device for the yard to walk around the car with the customer. The two run against the same booking, so the yard can do the vehicle step while the agent finishes the customer step.

The steps

Step	Who	What is recorded
Vehicle	Yard	The car going out. Pictures of Front, Left, Right and Back. Existing damage marked on the Vehicle top view, each mark classified and photographed if wanted. Odometer and Fuel Level. Notes
Customer	Agent	Name, address, email, phone and date of birth. Every driver’s Licence number and Valid until. Scan the licence with the counter scanner or the device camera, and the fields are filled in for you to check
Conditions	Agent	The Allowances the customer drives under and every product with its elements, shown to the customer, GST included
Payment	Agent	Total, Paid, Balance. Take the balance and the bond here through Send for Payment if not already done
Terms	Customer	The key terms, the full terms to scroll through, and the hirer’s Signature on the screen

The final step completes the check-out. The booking is ACTIVE, the vehicle is pinned to it, and the Post-Handover message goes to the customer. The signed hire agreement is kept with the booking and can be sent to the customer from a message template.

Before the customer arrives

Run Pre-Hire Checklist, under Workflows, is the Vehicle step on its own. The yard can do the walkaround, the pictures and the readings in the morning, and the check-out later simply reads what was taken. A vehicle must be assigned first, since the checklist is about a specific car. If the readings are taken again at check-out, the later ones count.

Rules at Check Out

• A vehicle is required. Pick one of the booked class in the Vehicle step, or an Out of class vehicle if the class is short. The class sold and the price do not change.
• The bond the sale asks for must be held in full. Check Out refuses otherwise and says how much is missing.
• Readings are optional, but without an odometer reading at both ends no excess kilometres can be charged at the end.
• A follow-on booking after a split cannot be checked out while the booking it follows is still ACTIVE. Use Handover instead (chapter 9).

Set to Active

Set to Active in the Status menu is the shortcut: pick the vehicle and go, with no pictures, readings, payment or signature. Use it only for a hire that is already documented elsewhere, for example a long-term fleet customer, or to correct a booking that was handed over without the workflow.