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
The Handover Checklist is a richer, more structured handover flow that builds on the basic condition log. You'll find it in the rental detail drawer under Handover & condition — it opens by default as the core pickup/dropoff tool. It captures:
- All checklist items (configurable per product type via handover templates)
- Photos for each item, plus a guided 360° walkaround video
- Digital signature from the guest
- Fuel level (gauge)
- Odometer reading
- Accessory counts (helmets, phone holders) handed out and returned
- Deposit confirmation (linked to the deposit panel)
Certain items are mandatory before the checklist can complete — for example, accessory counts and the walkaround video — so every handover produces a consistent evidence record. Pickup and return checklists can be compared side by side, and the return pass can flag differences for a damage charge.
It produces a single record that can be exported or attached to dispute evidence.