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 agreement, plus a separate section for infringement processing, a separate section acknowledging particular conditions of hire, etc. There is no limit to the number of signing sections you can add. These additional sections will be printed (along with each signature) under the main signature on the rental agreement.
In the final rental agreement, this extra signable section will appear below the main signature agreeing to the Terms and Conditions of the Hire. Each section will display the Heading, the text and information about the section, and the signature with information on who signed it and when. Please see the sample signed rental agreement below.
How to set up new signature sections
To create extra individual signature sections on the Rental Agreement other than the general template, go to:
System Setup >> E-Signature Setup, then under the Rental Agreement heading, click on the "Set up extra signable section" button as indicated below.
You will then be taken to the E-Signature Templates tab. Click on "Add Template":
Then you will need to complete the new signature template as described below:
A) Title
This the heading of the signable section that will appear on the rental agreement, as seen below
B) Signing Order
This will be used to determine the order in which your customer will have to sign the sections. You can use any combination of numbers and letters where the order will be:
- Numbers: 1, 2, 3, e.c.t
- Letters: A, B, C e.c.t
- A combination: A, A1, B1, B2 e.c.t
C) Over the Counter
If this box isn't ticked, then this section can be signed by the customer anywhere, including in the Online Check-In and the emailed Invite E-Signature link.
If the box is ticked, then it can only be signed on the Over Counter Signature page, when the customer is with you. This will allow your staff member to explain any particulars to the customer before they sign it.
D) Primary Driver
If this box is ticked, then only the Primary Driver will be asked to sign this section.
If this box isn't ticked, then both Primary Drivers and any Additional Drivers will be asked to sign this section. This will be displayed on the rental agreement as shown below:
E) Credit Card Authorisation.
If this option is ticked, the credit card details will appear alongside the template text both when collecting the signature and displaying the signature in the agreement. This could be used for various situations, including allowing infringement payments to be made using this card. An example of a Credit Card section on the Rental Agreement is displayed below.
F) Insurance Template
If this option is ticked, the insurance details to be displayed alongside the template text. This can be used to allow a section where the customer agrees to the insurance conditions. An example of how an Insurance section will appear on the Rental Agreement is shown below.
G) Enable Signing Option
If this option is ticked, the form will display 2 additional fields which allow you to create two options for the customer to choose from when signing the Template. For example, you might use these 2 options for the customer to "Accept" or "Decline". The image below is what the form will look like when this option is ticked.
To sign this section, the customer will have to choose one of these options, they are unable to continue unless they do. This option can be used in combination with the Insurance Template or the Credit Card Authorisation option to allow the customer to agree or disagree to whatever conditions you set. Below are two images, the first is an example of how the Signing Option in combination with the Insurance Template will appear when the customer signs it, and the second is how this will appear on the rental agreement.
H) Start Using From
This is the date on which this new signature will be implemented. For example, you may not want to implement a new signature template until a week from today and so you would set it to that date. The default is today, i.e. start using immediately.
I) Template Text
This is where you enter the main clause that your customer is agreeing to. This can be entered as plain text or HTML. You are able to use labels in this text. Labels are fillers that will be replaced by the specific information for the booking when the option is signed and when it appears on the rental agreement. The labels that are available include:
- $COMPANY Your Company or Brand name
- $FIRSTNAME The hirer's first name
- $LASTNAME The hirer's last name
- $PICKUPLOCATION Pickup locations name
- $PICKUPDATE Pickup date
- $PICKUPTIME Pickup time
- $DROPOFFLOCATION Dropoff locations name
- $DROPOFFDATE Dropoff date
- $DROPOFFTIME Dropoff time
- $RESERVATIONNUMBER Reservation number of the booking
- $REGISTRATIONNUMBER Registration number of the booking's vehicle
- $CUSTOMERCOMPANY Name of the customer's company (if applicable)
- $CUSTOMERCOMPANYNUMBER Number (e.g. GST/ABN) of the customer's company (if applicable)
Below are two images, the first is an example of what the template text using labels would look like when setting it up. The second is what this would look like on the Rental Agreement.
J) Exclusions
Here you can choose to not use this template if a certain field is selected. These fields are: Category, Location, Brand and Rental Source.
Saving
Once you have completed this form to create you desired signable section, click "Submit" to add and save the Signature Template:
How to use new signature templates
Continue as normal to invite your customers to sign their agreement electronically. The only difference is that they will step through a series of pages (one for each section) rather than just signing once.
Final Example of Rental Agreement with multiple Signatures gathered
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