This guide walks hosts through the "Check-In" process once a vehicle is returned. This final stage allows you to document the vehicle's return condition, calculate mileage overages, and update the reservation status to "Completed."
Best Practices for a Secure Return
To ensure your fleet remains in top condition and all costs are recovered, follow these return standards:
Immediate Inspection: Conduct a walkthrough of the vehicle as soon as it is returned. Use the Wheelbase dashboard to compare the current condition against the pre-trip photos.
Verify Fuel Levels: Ensure the renter has returned the vehicle with the agreed-upon fuel level. If not, document this with a photo of the fuel gauge for potential reimbursement.
Document New Damage: If you discover new damage, take high-resolution photos immediately. The check-in process allows you to flag "New Damage" directly on the uploaded images.
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Early Returns: If a renter returns the vehicle before their scheduled drop-off time, the system will notify you during check-in. You have the option to update the end date so the vehicle can be re-rented immediately.
Step-by-Step: Checking In the Vehicle
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Locate the Reservation:
Find the active reservation in your Wheelbase dashboard.
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The status should currently show as On Trip.
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Initiate Check-In:
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Click the green Check-In button at the top of the reservation screen.
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Record Returning Mileage:
In the Record Units tab, enter the current Returning Mileage.
The system will display the Departed Mileage for easy reference to help calculate the total distance traveled.
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Click Record and Continue.
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Upload Post-Trip Photos (Strict Deadline):
Upload a set of photos documenting the vehicle's return state.
Note: To maintain insurance eligibility, you must upload post-trip "check-in" photos within 24 hours of a vehicle’s return.
If you notice any issues, check the "Mark as new damage" box when uploading the specific photo to flag it for your records and potential claims.
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Click Record and Continue.
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Apply Extra Charges (Mileage Overages):
If you have a mileage fee configured and the renter exceeded their limit, the system will show a Suggested mileage charge.
You can manually enter an amount in the Mileage field or click Save Extra Fees to add the calculated overage to the renter's final bill.
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Click Skip if no extra charges are required.
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Finalize the Return:
Review the summary under the Summary tab.
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Click Done to close the reservation.
What to do if you need to file a claim
If damage was discovered during the check-in process, you must initiate an official claim through the platform.
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Locate the Claim Button: Once the vehicle is checked in, a blue File an Insurance Claim button will appear on the reservation page.
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Complete the Form: Clicking this button will take you to the Insurance Claim Form, where you will be prompted to provide:
The name of the renter you provided keys to.
The specific location and address where the damage occurred.
The type of loss (e.g., collision, comprehensive).
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A detailed description of exactly what happened.
📝 Note: Finalizing Payouts
Once the check-in is complete, the reservation status updates to Completed. Any extra fees saved during this process will appear as new line items on the renter's receipt, which you can then charge to the card on file.