Electronic Signing of Rental Agreements (Over the Counter)

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 such as a tablet with internet connection and a stylus for signing. See article below:
System Setup for Electronic Signing of Rental Agreements

If you would prefer customers to pre-sign the agreement online, click here.


Setting up for Over the Counter E-Signatures

There are a few setup requirements you need to complete before using the over the counter function. 

1. Create a new RCM User

Before you start using the over the counter function you need to setup a new user with very limited access - this user logon will be used to log in to the device
As your customers will be using the device you want to make sure they do not have access to any other areas of the system.   
If you need assistance in creating the new user please see your Systems administrator, or refer to the User Management - Setting up New Users, IP Addresses , View Logins, TFA article.

Once this user is created, contact RCM Support support@rentalcarmanager.com and advise us of the user name.  We will then setup that user to have access to the appropriate page, and create a redirect at logon so the signature page will load automatically when you log in.  

2.  Configure the text to display on the signing screen

Under the E-Signature Setup - "System Setup > E-Signature Setup > Over the Counter E-Signatures" section, you have the option to configure the text that can be displayed under the Rental Agreement link. Click the "Update over the counter signature text" button:


3. Email Inclusions

You can also choose to have the signed agreement emailed to the customer as either a link, or an attached PDF document.  You can also choose to have the Vehicle Inspection ( if applicable ) attached to the email:


Using the Over the Counter Function

Step 1: Login as new RCM user

Once RCM Support advise you that the user setup is complete, you can log in to the device as that user. 
If the 'Select a Booking for E-signing' page has not opened by default, you can access it by:
Go to the "Reservations" menu and click "Over Counter Signature".


Step 2:  Select the Reservation

On the "Select a Booking for E-Signing" screen enter the customer's Reservation Number and click the "Go" button. The Reservation details will be displayed as shown below. To sign the agreement click the "E-Sign Rental Agreement" button.


Step 3:  Customer Signature Capture

The Signature Capture screen will open. Here the customer has the option to view the rental agreement. Once the customer has signed their name, they can click "Save Signature".


After the customer has submitted their signature, if you wish to view or print the Rental Agreement with the customer's e-signature included click the "View/Print Agreement" button. 



Step 4:  Email the Agreement (and Inspection)
If you wish to email a copy of the signed Rental Agreement to your customer, click the "Email Agreement" button.

Please note: If you wish, a PDF of the Vehicle inspection saved against this booking can be emailed out along with the Rental Agreement. To enable this, please contact support@rentalcarmanager.com. 
When this feature is enabled, then the inspection will be sent with the agreement if:
  1. The booking is allocated to a vehicle
  2. There is an inspection completed on that vehicle before the pickup date and time of the booking.
  3. The vehicle is marked as "Ready to Rent"
  4. Signatures have been collected from all the drivers

Clicking "Done" will clear the screen of Reservation details, ready for the next customer.

  1. System Setup for Electronic Signing of Rental Agreements
  2. Electronic Signing of Rental Agreements (Online)
  3. E-Signature Report
  4. Gathering Multiple Electronic Signatures