Electronic Signing of Rental Agreements (Online)

Electronic Signing of Rental Agreements (Online)

Purpose

Once the system has been set up to allow electronic signing (e-signing) of Rental Agreements, customers will be able to sign a Rental Agreement online, prior to collection of the vehicle.

The system can also be setup to capture the electronic signature over the counter. For more information see the help article: 
Electronic Signing of Rental Agreements (Over the Counter)

You are able to allow e-signing for both unallocated and allocated bookings, or allocated booking only via this setting in the System Setup > E-signature setup 




It is important to note the following limitations of e-signing agreements:
  1. The notes that appear on an e-signed rental agreement will be shared across all locations, so if you currently have separate rental agreement templates per location you may want to modify the wording of the E-Signature rental agreement template so that it covers conditions for all locations.
  2. You should still print the agreement once signed, for your records. This is because if the allocated vehicle is changed, the signature may be voided and will no longer show on the agreement through RCM (depending on a system setting - ask RCM Support for more info).
If you require multiple sections of your rental agreement to be signed by the customer, these extra sections can be setup through the E-Signatures system setup page, see the Gathering multiple electronic signatures article for more information. 

This article shows the online e-signature process from the operator and customer's point of view.

Operator Step 1 - Invite Signature: Choose email agreement from the booking details screen

First, find the booking through the Reservation Enquiry and Update screen and click on the red Reservation Number. This will take you to the Booking Details screen. From here, click the "Agreement" button as shown below:


Operator Step 2 - Invite Signature: Send Email

  1. Enter any Special Notes as required, you can update the Preview section (5) with these Special Notes by clicking "Update Preview" (1).
  2. Tick the "Invite E-Signature" checkbox (2). Here is where you can invite the customer to E-sign the agreement along with any other signature templates that have been created - eg - Credit Card Authorisation. Note that if the "Invite E-Signature" box is ticked, another checkbox will appear below if there is any additional drivers linked to that reservation (3). If this box is ticked, any additional drivers will also receive the invitation to E-Sign the agreement if their email address is recorded against the booking. You can also create a different text that is used when emailing the additional driver to electronically sign the rental agreement. See the "Advanced Set Up" section within the System Setup for Electronic Signatures article for more information. 
  3. Check the Email Preview section (4), then click either of the "Send Email" buttons. 



The customer will receive an email similar to what's shown below. The arrow pointing to link, once clicked, will take the customer to the Signature Capture screen:


Customer Step 2: Signature capture

When the customer clicks the electronic signature link in the rental agreement email, they will be taken to the Signature Capture screen. Here they will be required to review the agreement details, tick the checkbox to accept the terms and conditions (1), enter their signature (2), and click the "Save Signature" button (3). Note that they can enter their signature either using a mouse, or with their fingertip or a stylus on a touch-sensitive device (e.g. tablet or smartphone). Once this is signed, any other extra sections that have been setup such as Credit Card Authorisation will also be required to sign:



Note: The "here" and "Terms & Conditions of Hire" links (blue text) will take the customer back to the rental agreement.
Additional drivers will see a similar screen if they are required to sign the rental agreement.

Customer Step 3: View / Print Agreement

After signing all required sections, the customer will be presented with a confirmation screen:
  1. The "View or Print Agreement" button (1) will show them the Rental Agreement and any other extra sections that were signed at the bottom.
  2. Clicking on the "View Signature(s)" button (2) will then display the customer's signatures along with "Edit Signature" button (3) that will allow them to re-sign any template within the rental agreement. They will only be able to re-enter their signature while this screen is open, returning on a later date will not allow any updates.



Checking the status of invited signatures

From the Reports menu, choose the E-Signature Report from the first tab.


The report screen allows you to search for reservations where E-Signatures have been requested/invited. You can filter selections similar to those on the Reservation Enquiry & Update screen.

Clicking on a red booking number will take you to the Booking Details screen, from where you may choose to Email Agreement and re-invite an E-Signature. 

Rows shown in green have had the E-Signature recorded, white are awaiting signature. Rows that show in a bright orange colour have had a vehicle change since the agreement was signed. These bookings will either require a new signature, or a change of vehicle back to that for which it was originally signed. Note that if no updates are made (where an agreement has been signed for a different vehicle), the agreement may not display the renter's signature (this depends on a system setting - contact RCM Support for more information):


  1. System Setup for Electronic Signing of Rental Agreement
  2. Electronic signing of Rental Agreements Over the Counter
  3. E-Signature Report
  4. Gathering Multiple Electronic Signatures 

    Important Articles


      • Related Articles

      • Electronic Signing of Rental Agreements (Over the Counter)

        Purpose The Over the Counter E-signature feature allows customers to electronically sign their rental agreement at the counter at the time of hire. To use this function, you must first have the Electronic Signature function setup and have a device ...

      • System Setup for Electronic Signing of Rental Agreements

        Purpose RCM has the functionality to allow customers to Electronically Sign (E-Sign) a Rental Agreement. Once the capability has been setup, there are two ways that a customer will be able to sign a rental agreement: 1. The operator will be able to ...

      • E-Signing of Rental Agreements - Overview

        Purpose Rental Car Manager has the functionality to allow customers to Electronically Sign (or E-Sign) a Rental Agreement. To have this functionality setup within your system please contact RCM Support (support@rentalcarmanager.com). Once the ...

      • Gathering Multiple Electronic Signatures

        Purpose Rental Car Manager allows you to add different signable sections to your rental agreement, in order to gather signatures for multiple clauses of text. As an example, you may now ask your customers to electronically sign the standard rental ...

      • New - Electonric Signing of Unallocated Bookings

        Electronic Signing of Unallocated Bookings It is now possible to invite customers to electronically sign a Rental Agreement for an Unallocated Booking. This feature can be turned on by accessing System Setup > E-Signature Setup In the configuration ...