Workflow
Vehicle Rental Pickup: A Step-by-Step Handover Workflow
A smooth vehicle pickup starts before the customer drives away. Your team needs to confirm payment and deposit details, document relevant vehicle information and make sure the handover is properly recorded. Kasura brings these steps together in the existing booking, helping staff keep important details in one place instead of relying on scattered notes or memory.
When this workflow is used
When a customer arrives to collect a reserved vehicle, your team can start the pickup directly from the booking. For rentals that begin immediately, staff can choose 'Start rental' during booking creation instead of first saving a reservation. Both paths lead into the vehicle handover workflow, keeping the rental connected to its booking from the beginning.
Before pickup
Before handing over a vehicle, your team needs to know that its previous rental has actually ended. Kasura checks whether another booking for the same vehicle is still active. If that vehicle has not yet been returned, the next pickup is blocked until the earlier rental is closed out. This helps prevent a vehicle from being handed over while its previous rental is still open.
Customer verification
When driving licence details are already saved in a customer's profile, staff can refer to the recorded licence number, class, expiry date and photo during pickup. They can compare this information with the physical licence presented by the customer, without searching through separate records. The check remains a staff responsibility. Kasura does not automatically validate documents or verify licence details with government authorities.
Visible and required fields
Not every rental business needs to record the same details at pickup. A scooter rental shop may want to record helmets, while a car rental business may focus on fuel levels, mileage and vehicle condition. Kasura lets each workspace choose which handover fields are visible and which must be completed before pickup can finish. Optional fields show a reminder without stopping the handover, and fields your business does not use can be hidden entirely.
Vehicle handover
At handover, your team can record the details that matter for the vehicle being rented. Fuel level, odometer reading and helmet count can be entered where enabled, while condition photos and additional notes help document the vehicle before it leaves. These records stay with the booking, giving staff a clearer reference when the customer returns and the vehicle is checked again.
Deposit and payment state
Before the vehicle leaves, your team can confirm whether the rental payment and the agreed deposit have been received. Kasura keeps their paid or unpaid status connected to the booking, so staff can see what has been recorded without relying on separate payment notes. The deposit amount comes from the original reservation, keeping the handover aligned with the booking details.
Rental start
Once the handover is complete, confirming pickup turns the reservation into an active rental. Kasura records when the vehicle was collected and establishes the due-back time used during the return process. Your team can then follow the rental from its actual start through to the vehicle's return, with both stages connected to the same booking.
Resulting operational state
The vehicle is now out with the customer, and the booking reflects an active rental. Your team has a record of the pickup time, the relevant handover details and the payment or deposit status recorded during pickup. When the vehicle comes back, staff can continue with the return workflow on the same booking instead of starting a separate record.
How this differs from accommodation check-in
Accommodation check-in shares the same underlying dialog component but is a functionally different process: it has no fuel, odometer or vehicle-condition field, and its trigger is a guest taking occupancy of a unit rather than a vehicle leaving the premises.
What this workflow does not mean
- A stored driving licence is not checked against any government authority — the details are for staff reference only.
- No document is scanned or automatically read; every field at pick-up is entered by a staff member.
- Kasura does not track a vehicle's location — no GPS or location data is recorded at pick-up or afterward.
- Vehicle condition is never assessed automatically; a note or photo only exists if a staff member adds it.
- Pick-up requires an active connection — there is no offline mode.
- No external verification or identity service is contacted; everything shown here comes from Kasura's own stored records.
Frequently asked questions
What happens during vehicle pick-up in Kasura?
Staff confirm payment and deposit state, then record fuel level, odometer reading and helmet count where enabled, before the rental starts.
Does Kasura verify a customer's driving licence automatically at pick-up?
No. Kasura stores licence details for staff to check manually; it performs no automatic verification.