Loaner Vehicles
Run your courtesy fleet — check-outs with photos and digital signed agreements, returns with damage checks.
The Loaners workspace tracks the shop's courtesy fleet, reservations, agreements, condition evidence, check-out, return, cleaning, maintenance, retirement, and history.
The fleet at a glance
The stats bar across the top shows available, checked out, due today, overdue, and in maintenance — click any stat to filter the fleet. Below it, status tabs (Available, Checked Out, Needs Cleaning, Reserved, Maintenance) slice the vehicle cards, and a red alert banner calls out any overdue loaners by name. An Active Agreements table lists who has what, which RO it's tied to, and whether it's on time or overdue.
Click Add Vehicle to put a car in the fleet: description, plate, VIN, current odometer, fuel level on a five-step gauge, and insurance policy.
Checking a car out
Assigning a loaner captures everything you'll wish you had later:
- Customer and repair order — link the agreement to the job that triggered it.
- Odometer and fuel out — recorded against the return.
- Condition photos — front, back, driver side, passenger side, straight from a tablet camera.
- Billing mode — Free Courtesy, Flat Fee, Daily Rental, or Insurance, with a rate where it applies.
- Expected return date — so overdue cars flag themselves.
For the agreement itself, the customer can sign on your tablet right at the counter — or you can send them a secure link by text. The link opens a customer-facing digital agreement page where they review the terms and sign on their own phone. The signed agreement, timestamp, and signature image are stored on the record, and your screen updates the moment they sign.
Checking a car back in
The return flow records final odometer and fuel level, return photos, and a new-damage flag. Come back short on fuel and the gauge comparison makes it obvious. After return, the car moves to Needs Cleaning — mark it ready when it's back on the line, and it's available again.
You can also reserve a vehicle ahead of an appointment, or drop one into Maintenance when it needs its own service.
Next: Employees and Access Control — individual identities and effective authority.