Rental Agreements & Digital Signing
Every car sharing rental can require the customer to review and digitally sign a rental agreement before they receive the vehicle. Levy Fleets provides configurable agreement templates, per-rental signing enforcement, and automatic PDF generation — all managed from the dashboard.
How Agreements Work
During the check-in flow, the agreement signing step presents the customer with your rental agreement in the mobile app. The customer reviews the terms, provides a digital signature, and the signed agreement is stored with a full audit trail.
Agreement Templates
Agreement templates define the content, structure, and legal clauses included in your rental agreement. Each template contains:
| Field | Description |
|---|---|
| Name | Template identifier (e.g., "Default Car Sharing Agreement") |
| Body | Full HTML content of the agreement |
| Sections | Structured sections with conditional display logic |
| Locale | Language code (en, es, fr, etc.) for multi-language support |
| Vehicle Type | Limit template to a specific vehicle type, or "all" |
| Version | Version number for tracking template changes |
Policy Sections
Templates can include or exclude specific legal sections:
| Section | Description |
|---|---|
| Liability Waiver | Disclaimer and limitation of liability language |
| Damage Policy | Rules about damage responsibility and charges |
| Insurance Disclosure | Insurance requirements and verification details |
| Arbitration Clause | Binding arbitration and dispute resolution terms |
Toggle each section on or off in the template settings. When violations are enabled, a violation clause is automatically included.
Per-Rental Signing
You control how often customers must sign the rental agreement.
| Setting | Description |
|---|---|
| Per-Rental Agreement Enabled | When on, customers must sign before each rental |
| Re-signing Hours | How many hours a signature remains valid |
How Re-signing Hours Work
- Set to 0 — Customer signs before every single rental, no exceptions
- Set to 24 — If the customer signed within the last 24 hours, the step auto-completes. Otherwise, they sign again.
- Set to 168 (7 days) — Signature is valid for a full week
Recommended Setting
For most car sharing operations, set re-signing hours to 0 (every rental). Unlike scooter rides that may happen several times a day, car rentals are less frequent and higher value — a fresh signature per rental provides the strongest legal protection.
Preflight Check
Before a rental starts, the system runs a preflight check to determine if signing is needed:
- Checks if
per_rental_agreement_enabledis on - If yes, looks for a signed agreement within the last
per_rental_agreement_resigning_hours - If a valid signature exists → step auto-completes
- If no valid signature → customer must sign before proceeding
The Signing Experience
Customer Flow
Agreement Presented
During check-in, the mobile app displays the rendered agreement with all applicable sections. The agreement is personalized with the customer's name, vehicle details, and rental dates.
Customer Reviews
The customer scrolls through the agreement. All sections are clearly labeled and formatted for mobile reading.
Digital Signature
The customer provides their signature via one of these methods:
- Touch signature — Draw a signature on the screen
- Typed name — Type their full name as acknowledgment
- Both — Provide both touch and typed signatures
Confirmation
The signed agreement is submitted. A PDF is automatically generated and stored.
What's Captured
Every signed agreement records a full audit trail:
| Data Point | Description |
|---|---|
| Signature image | Base64-encoded PNG of the drawn signature |
| Typed name | Name typed by the signer (if applicable) |
| Signed at | Exact timestamp of signing |
| Signer IP | IP address at time of signing |
| Signer device | Platform, brand, model, OS version, and app version |
| Signer location | GPS coordinates at time of signing (latitude/longitude) |
| Rendered body | The exact HTML the customer saw and signed |
| Field values | Any form fields submitted with the agreement |
PDF Generation
After signing, a PDF is automatically generated containing:
- The full agreement text as rendered for the customer
- The customer's digital signature
- Customer details (name, email, phone)
- Vehicle details (make, model, VIN, license plate, vehicle number)
- Operator details (name, address, phone)
- Signing timestamp and device information
PDFs are stored in Supabase Storage and accessible from:
- The customer's profile in the dashboard
- The ride detail page
- The signed agreements section under the customer record
Template Variables
Agreement templates support dynamic variables that are automatically populated:
| Variable | Value |
|---|---|
| Customer name | Renter's full name |
| Customer email | Renter's email address |
| Customer phone | Renter's phone number |
| Vehicle make/model | Vehicle manufacturer and model |
| Vehicle VIN | Vehicle Identification Number |
| Vehicle license plate | Plate number |
| Vehicle number | Fleet vehicle number |
| Vehicle year | Model year |
| Operator name | Fleet operator business name |
| Operator address | Fleet operator address |
| Operator phone | Fleet operator contact number |
| Rental start date | Scheduled rental start |
Multi-Language Support
Agreement templates support multiple languages (locales). Create separate templates for each language your fleet operates in:
- en — English
- es — Spanish
- fr — French
The system automatically selects the template matching the customer's preferred language. If no matching template exists, the English version is used as a fallback.
Managing Templates
Creating a New Template
Navigate to Dashboard → Settings → Agreements to create and manage templates. Each template has a version number — when you update a template, the version increments and existing signed agreements continue to reference the version the customer signed.
Voiding a Signed Agreement
In rare cases, you may need to void a signed agreement (e.g., template error, wrong customer). Voiding records:
- Void reason — Why the agreement was voided
- Voided at — Timestamp
- Voided by — Which operator voided it
Voided agreements are retained for audit purposes but are no longer considered valid signatures.
Legal Review
Have your rental agreement template reviewed by a legal professional before enabling per-rental signing. The default templates provide a starting point, but your specific jurisdiction and fleet type may require additional clauses.
Need Help?
For questions about agreement templates or signing configuration, contact us at support@levyelectric.com.