Mobile Access
Mobile Check-In Guide - Process Arrivals On the Go
To check in a customer on mobile, tap Check-in from the action bar or open the booking, then follow the 5-step wizard: verify customer, select bookings, complete safety checks, settle any balance, and add final details.
Check in customers quickly from your phone or tablet. The mobile check-in wizard guides you through each step with a touch-optimized interface.
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Starting a Check-In
From the Dashboard
- Tap Check-in in the bottom action bar
- Find the customer in the arrivals queue
- Tap their booking to start
From Search
- Tap the search icon
- Enter name, email, phone, or confirmation number
- Tap the matching booking
- Tap Check In
From the Calendar
- Open Calendar from the action bar
- Tap on the booking
- Tap Check In in the booking details
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The 5-Step Wizard
The check-in process has 5 steps. Progress is shown at the top, and you can tap steps to navigate.
Step 1: Verify Customer Identity
Confirm you have the right person.
What you see: - Customer name and contact info - Booking summary - Identity verification prompts
What to do: 1. Verify customer identity (ID check) 2. Confirm booking details are correct 3. Tap Continue to proceed
Tip: Ask to see ID if this is a new customer.
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Step 2: Select Bookings to Check Out
Choose which bookings to check in.
What you see: - All bookings for this customer - Status indicators (overdue, due now, due soon) - Selection checkboxes
Quick actions: - Select All — Check in everything - Today Only — Just today's bookings - Clear All — Start over
What to do: 1. Tap checkboxes to select bookings 2. Or use quick actions 3. Tap Continue
Tip: Bookings due now or overdue are pre-selected.
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Step 3: Waivers & Safety
Complete required safety checks.
What you see: - Waiver status (signed/pending) - Safety checklist items - Equipment inspection prompts
Checklist may include: - ☐ Liability waiver signed - ☐ Safety briefing given - ☐ Equipment walkthrough completed - ☐ Customer understands return time - ☐ Emergency procedures explained
What to do: 1. Complete each item on the checklist 2. Tap each checkbox as you finish 3. Tap Continue when all complete
If waiver is pending: - Option to resend waiver link - Option to have customer sign in person - Or proceed without (based on your policy)
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Step 4: Settle Balance
Collect any outstanding payment.
What you see: - Amount due (if any) - Payment method options - Card entry form or manual options
If balance is $0: - This step shows "No Balance Due" - Tap Continue to skip
Payment options:
| Option | How to Use |
|---|---|
| Card | Enter card number, expiry, CVC |
| Cash | Select Cash, enter amount received |
| Check | Select Check, enter check number |
| POS Terminal | Select if using separate card reader |
What to do: 1. Confirm amount with customer 2. Select payment method 3. Process payment 4. Tap Continue when complete
Tip: Have the customer sign on your device if needed.
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Step 5: Final Details & Send Off
Add optional notes and documentation.
What you see: - Notes field for any comments - Pre-rental photo upload option - Final summary
What to do: 1. Add notes if needed (condition issues, special requests) 2. Upload pre-rental photos to document equipment condition (optional) 3. Review the summary 4. Tap Complete Check-In
Photo tips: - Document any existing damage - Capture odometer/hour reading - Photo timestamps are saved automatically
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After Check-In
Confirmation
You'll see a success message with: - Confirmation number - Unit(s) checked out - Expected return time
What Happens Automatically
- Booking status changes to Rented
- Unit shows as "Out" on dashboard
- Return time appears in today's queue
Next Steps
- Give customer any keys/equipment
- Remind them of return time and location
- Provide contact number for emergencies
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Navigation Tips
Moving Between Steps
- Tap numbered circles at top to jump
- Use Back and Continue buttons
- Swipe left/right (on some devices)
If You Need to Stop
Your progress saves automatically: 1. You can close the browser 2. Return later to continue 3. The wizard remembers your place
Canceling Check-In
If you need to start over: 1. Tap the X or back arrow 2. Confirm you want to exit 3. No changes are saved
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Common Scenarios
Customer Arrives Early
- Find them in the queue (may be listed under "Future")
- You can still check them in
- Note the early start if relevant
Customer Has Multiple Units
- All units appear in Step 2
- Use "Select All" to check in everything
- Complete one wizard for all units
Balance Due at Check-In
- Step 4 shows the amount
- Collect payment before proceeding
- Can't complete without payment (or approval)
Waiver Not Signed
- Step 3 shows waiver as pending
- Option: Resend link for mobile signing
- Option: Have them sign on your device
- Option: Proceed without (your policy)
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Touch Gestures
| Gesture | Action |
|---|---|
| Tap | Select, toggle, confirm |
| Swipe up/down | Scroll content |
| Tap and hold | Additional options (some fields) |
| Pull down | Refresh page |
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Troubleshooting
Can't Find the Booking
- Check spelling in search
- Try confirmation number
- Check date filters
- Customer may be under different name
Payment Won't Process
- Verify card details
- Check internet connection
- Try manual payment option
- Contact support if card is declined
Step Won't Complete
- Ensure all required items are checked
- Look for validation errors (red text)
- Scroll down for missed items
Wizard Won't Load
- Refresh the page
- Check internet connection
- Try a different browser
- Clear cache and try again
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Best Practices
Be Prepared
- Review arrivals before they come
- Have any required equipment ready
- Know your safety briefing
Stay Efficient
- Use Select All when appropriate
- Skip optional steps if busy
- Return to add photos later if needed
Document Everything
- Note any pre-existing damage
- Take photos of equipment condition
- Record odometer/hour readings
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Need more? Search the live help desk or email wecare@recsystems.com.