Introduction
A customer signs the rental agreement once per booking, and that signature is printed onto the agreement document. There are two ways to collect it.
Remotely. You send the customer a link. They open it on their own phone, read the agreement, sign on the screen and confirm. This is the route you drive from the web app, and it is what this page covers.
At the counter, in RV Control. The companion app takes a signature on a tablet during the handover. RV Control is a separate app with its own screens, so the steps there are not described here — but the settings that switch its signing step on live in the web app, and everything under Key details applies to signatures collected either way.
The important thing to know before you start is that signatures do not survive being re-confirmed. Confirming a booking again, or finalising an inspection, wipes every signature already on it. That is not a fault — it is deliberate, because the agreement being signed has changed — but it catches people out constantly.
How to use
Configuration
Before you start: the settings below need the Company admin role. Sending a signing link needs Employee or Company admin. There is no signature pad in the web app itself, so nothing you configure here puts one on your own screen.
To let RV Control collect a signature before the vehicle goes out:
- Open Settings from the main menu, then click RV Control.
- Add a feature, or open the one already listed.
- Set Feature to PreSignRentalAgreement.
- Leave Display on to enable it, or turn it off to hide the step.
- Click Save.
The same list controls the other things RV Control shows staff — identity checks, driving licence, pricing detail, key box, self-service checkout — so take care to change only the row you meant to.
Separately, the email that carries the signing link has to contain the link itself. The
signing address is inserted wherever an email template contains the placeholder
${signAgreementUrl}. If customers report an email with no link in it, that placeholder
is missing from the template rather than anything being wrong with the booking.
Using the signing link
- Open the booking.
- Click the Emails tab.
- Click Sign document remote.
That sends the customer the signing email. There is no preview and no confirmation step on your side — one click sends it.
The booking screen has no Save button: anything you change on it is already saved the moment you change it. So there is nothing to save before or after sending the link, and closing the booking will not undo what you did there.
The link only works while the booking is Unconfirmed, Confirmed or Picked up. On a draft, a cancelled booking or one already returned, the customer will open the link and get nothing.
What the customer sees:
- the agreement, to read on their own screen;
- a space to sign, with Clear to wipe it and start the signature again;
- Confirm, which asks "Are you sure?" with Yes and No before it commits.
Once they press Yes, the signature is stored against the booking and appears on the agreement document.
If the booking was still a quote, signing does considerably more than record a signature. RentVisie re-checks that a vehicle is still available, and if one is:
- the booking becomes Confirmed;
- every other signature on it is removed, leaving just the new one;
- the price is recalculated;
- the customer is emailed the signed rental agreement.
If nothing is available any more, the customer is told "Sorry, we ran out of availability. Please contact us by phone (you'll find the phone number on the agreement)." and the signature is not kept. A booking that is already confirmed or picked up skips that check entirely — signing it just records the signature.
A worked example
A customer has quote Q-8871 for a Golf next Tuesday and says on the phone that they are happy with it.
You open the booking, click the Emails tab and click Sign document remote. The customer gets the email, opens the link on their phone, reads the agreement and signs. Their first attempt is a scribble, so they press Clear and sign again. Then Confirm, then Yes.
Because it was a quote, RentVisie checks a Golf is still free — it is — so the booking flips to Confirmed, the price is recalculated, and the customer is emailed the signed agreement. Nothing further is needed from you.
Now suppose that, a day later, you extend the booking by two days and confirm it again. The signature you collected is gone, because the agreement it was attached to no longer describes the rental. Send Sign document remote again to collect a fresh one.
Key details
Confirming a booking deletes every signature on it. This happens on every confirm, including a re-confirm after a change of dates or vehicle. Collect the signature after the booking has settled, not before.
Finalising an inspection also deletes every signature on it. So a signature taken before you finish the handover will not survive it. Take the signature after the inspection is finalised — and if you have to re-run an inspection, expect to collect the signature again afterwards.
Signing a quote confirms it. There is no separate confirmation step for the customer to miss. If you send a signing link on a quote, treat the signature as the customer saying yes to the whole booking.
Availability is only re-checked for quotes and unconfirmed bookings. Once a booking is confirmed, signing cannot fail for lack of a vehicle.
The agreement carries two signature blocks. One is the customer's, filled by the signature you collected. The other is for an employee signature, which the web app never fills — if your agreements need a countersignature, that has to come from RV Control or be handled on paper.
The signing address is public by design. Anyone holding the link can open the agreement and sign it, so treat it like a payment link: send it to the customer's own address and do not forward it on. The address is tied to the one booking, so a customer with several rentals signs each one separately.
Only one signature is kept per booking. When a quote is signed, any earlier signature on that booking is cleared so only the new one remains. You will never end up with two customer signatures competing on the same agreement.
What to do next: once the signature is on file, the signed agreement is available with the booking's other documents. If you change dates, vehicle or price afterwards, re-send the signing link — the old signature will not have survived the change.
Q&A
Where is the signature pad? I cannot find one on the booking. There isn't one in the web app. Signing happens either on the customer's own device through the emailed link, or on a tablet in RV Control at the counter.
The customer says the link does nothing. Check the booking's status. The link only works on an Unconfirmed, Confirmed or Picked up booking — not on a draft, a cancelled booking, or one already returned.
The customer says there was no link in the email.
The email template is missing its ${signAgreementUrl} placeholder. The booking is fine;
the template needs fixing.
The signature was there yesterday and has gone. Something re-confirmed the booking or finalised an inspection on it. Both clear every signature by design. Send the link again.
The customer got "we ran out of availability" when signing. They were signing a quote, and by the time they signed there was no vehicle free for those dates. Their signature was not kept. Find them a vehicle or new dates, then send a fresh link.
They pressed Confirm but nothing seems to have saved. Have them open the link again and re-sign. If two customers happen to confirm at the same moment, one can lose their signature and need to redraw it.
Can the customer change their mind after signing? Not from the link. Signing a quote confirms the booking, so cancel it the normal way if they want out.
Do I have to send the email, or can I just give them the address? Use Sign document remote — it builds the correct address for that booking. Anyone with that address can sign, so do not post it anywhere shared.
We countersign our agreements. Where do I sign as the employee? Not in the web app. The agreement leaves a space for it, but the web app never fills it.
Can I see whether a customer has signed yet? The signed agreement appears with the booking's documents once they have. Until then there is nothing to open.