This guide explains the host’s final step before a vehicle hits the road: the checkout process. Following this workflow ensures the vehicle’s departure condition is documented and the reservation status is correctly updated to "On Trip."
Best Practices for a Secure Hand-off
Before you begin the digital checkout in Wheelbase, follow these industry standards to ensure your business and vehicle are protected:
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Verify Driver Approval: Always check the right-hand panel of the reservation in your dashboard. Ensure all verification markers are green before handing over the keys.
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Physical ID Check: Even if the system has approved the driver, always inspect the renter's physical driver's license in person. A common best practice is to take a "selfie" of the renter holding their ID next to the vehicle to confirm identity and presence.
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Manual Insurance Review: If the renter is using their own insurance (and has bypassed or declined Wheelbase protection), ensure you have manually verified their policy.
Maintain a Paper Trail: Use the Wheelbase marketplace messaging system for all communications regarding the pickup to ensure a timestamped record exists for insurance or dispute purposes.
Step-by-Step: Checking Out the Vehicle
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Locate the Reservation:
Navigate to the specific reservation in your Wheelbase dashboard.
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Confirm that the guest is cleared for departure.
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Initiate Checkout:
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Click the green Check-Out button at the top of the reservation screen.
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Record Mileage & Fuel:
In the Record Units tab, input the current Departing Mileage.
The system will display the "Last Recorded Mileage" for easy comparison.
Record the current fuel level (e.g., 8/8 for a full tank).
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Click Record and Continue.
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Upload Pre-Trip Photos (Insurance Compliance):
For insurance protection to remain valid, you must upload pre-trip photos for every rental. Select Add Photos to document the vehicle's current state.
Required Shots: You must include all four corners of the vehicle, the odometer, and the fuel level.
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Detailed Documentation: Beyond the basics, it is best practice to take clear photos of the tire tread depth and the dashboard while the engine is running to show there are no active warning lights.
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Finalize the Process:
Review the summary under the Summary tab.
Click Done to finish.
📝 Note: Automatic Status Update
Once you click Done, the reservation status automatically moves to On Trip. This signals that the vehicle is officially on the road and allows you to track its expected return date.
Important Note on Roamly Rental Shield
If a renter has a "Liability Only" policy and needs to add Roamly Rental Shield for physical damage protection, please be aware that Rental Shield currently cannot be applied to a same-day rental. To avoid gaps in coverage, ensure the guest selects this option at least 24 hours prior to their pickup time. For same-day bookings, the renter must provide their own full-coverage insurance or use a Wheelbase Protection Package (if eligible).