Condition Logging and Handover
Condition logging is the audit trail that protects you in damage disputes. Every photo and note is bound to the booking and the unit, so nothing gets lost.
Log condition (pickup)
Before the guest takes the unit:
- In the Rentals tab, expand the rental row.
- Click Condition log → Pickup.
- Capture photos (4-corner walkaround, plus close-ups of any pre-existing damage).
- Run through the checklist (lights, brakes, fuel, mirrors, tires, etc. — the items depend on your product type).
- Add any free-text notes.
- Save. The log timestamps automatically and is attached to the booking.
Log condition (return)
When the guest returns the unit:
- Expand the rental row → Condition log → Return.
- Capture photos and run through the same checklist.
- If anything has changed, the new log differs from the pickup log; you can flag the difference and trigger an Add Charge or Charge for damage.
- Save.
Why two logs
Pickup + return logs together form a "before / after" pair — when the guest disputes a damage charge, you can show both side-by-side with timestamps, photos, and the handover staff member's name. Stripe and Cloudbeds both accept this as evidence.
Handover Checklist (DEV / Staging only)
⚠️ Coming soon — currently in DEV/STG only. Once the Handover Checklist is promoted to production, this section will become the canonical handover flow.
The Handover Checklist is a richer, more structured replacement for the basic condition log. It captures:
- All checklist items (configurable per product type)
- Photos for each item
- Digital signature from the guest
- Fuel level (gauge)
- Odometer reading
- Deposit confirmation (linked to the deposit panel)
It produces a single PDF-style record that can be exported or attached to dispute evidence.
In dev/staging, you'll see the Handover Checklist action in the rental detail panel alongside Condition log. In production it's hidden until rollout.