The Check-In Process (Pickup)

The Check-In Process (Pickup)

A clean check-in protects you, the renter, and the trailer. TrailerBase ships a structured check-in flow that captures everything you need in about two minutes on your phone in the yard.

Where check-in lives

From a reservation in Accepted status, open the detail drawer and click the green Check In button in the top-right. On mobile, the same button floats at the bottom of the screen for thumb reach. A wizard opens with five screens.

Screen 1: Confirm renter and trailer

You see the renter's name, photo, and a "show license" button so you can verify in-person. Next to it, the trailer name, photo, and plate. Tap through:

• Confirm renter identity matches
• Confirm trailer serial/plate matches what is on the form

If something is off (wrong trailer pulled from the lot), tap Change trailer to swap before proceeding.

Screen 2: Odometer and fuel

Capture the starting state of the trailer (or the tow vehicle if you require a tow-vehicle odometer for mileage overage calculations).

• Odometer/hubometer - Enter the reading. TrailerBase will show a warning if the number is lower than the prior check-out reading, which indicates a rollover or typo.
• Fuel level - For RVs and generator trailers, pick a quarter-tank slider: E, 1/4, 1/2, 3/4, F.
• Tire PSI - Optional, recommended for long hauls.

Tap Next.

Screen 3: Pickup photos

Shoot or upload photos of the trailer's condition at pickup. TrailerBase suggests the same five anchor shots used on the listing:

1. Front 3/4 exterior
2. Rear 3/4 exterior
3. Interior/bed
4. Coupler
5. Tires

Any existing damage should be photographed explicitly and annotated. Tap a photo after upload to draw a circle and type a note ("Existing scuff on left fender"). The renter signs off on these at the end.

Screen 4: Deposit and payment

TrailerBase shows the deposit status:

• Pre-authorized - If the renter's card is already pre-auth'd (typical), you just see "Deposit held - $XXX" and a confirmation checkbox.
• To charge now - If your policy is charge-and-refund, you see a Charge deposit button that runs the card.

If the renter owes any balance at pickup (you chose "pay at pickup" for the booking), they can tap into a signature-and-chip reader (if you have one paired) or TrailerBase can email a pay-now link on the spot.

Screen 5: Renter sign-off

The renter reviews the collected data, ticks the I acknowledge the trailer condition at pickup box, and signs with their finger on the touch screen. TrailerBase generates a timestamped pickup summary PDF and emails a copy to the renter and your business inbox.

What happens when you tap Complete

Tapping Complete Check-In triggers:

• Reservation status moves from Accepted to Active
• The daily billing counter starts
• GPS tracking turns on (if you have a GPS integration)
• The trailer shows as "Out" on the dashboard and calendar
• A "You are checked in" email goes to the renter with return-date reminders
• Any pre-auth is confirmed as held

Edge cases

Renter shows up late

No special flow - run check-in whenever they actually arrive. Late pickup does not change the return date unless you edit it.

You need to check in a no-deposit renter

TrailerBase will warn but let you proceed if you have admin permissions. The warning is logged. Use only for trusted repeat renters.

Partial check-in (cannot finish)

Tap Save and resume later. Your progress is saved on the device; the reservation stays in Accepted until you complete all screens.

After check-in

Come back to the reservation anytime during the rental to add photos, notes, or adjust dates if the renter asks to extend. Extensions are a one-click operation in the drawer - TrailerBase reprices the extra days automatically.