Vehicle Handover, Return
and Condition Check

Ownima allows you to record the handover of a vehicle from the rental company to the renter, and also record the vehicle return after the rental period is completed.

Note: the screenshots in this guide are shown in English. The interface is available in the following languages: Russian, English, Thai, Portuguese, Spanish, Indonesian and Vietnamese.

When handing over a car, motorbike, scooter or another type of vehicle, the administrator records the fuel level, current mileage, vehicle condition photos, and also confirms that the rental payment and deposit have been received.

This gives the rental company a clear history for each reservation. These records help prevent disputes with renters, confirm the vehicle condition at the time of handover, control mileage, check the returned fuel level and keep evidence in case of damage or other disputed situations.

To start the vehicle handover, the reservation must have the “Confirmed” status. In the interface, these reservations are shown in purple.

The reservation source can be different: a manual offline reservation, a request from your booking website or a reservation from the future Ownima aggregator.

A vehicle can be handed over only on the reservation start date or later. If the reservation start date has not arrived yet, the rental period cannot be started earlier.

If you need to hand over the vehicle for different dates, cancel the current reservation and create a new reservation for the required period.

Note: a reservation cannot be edited after it has been created. If you need to change dates, vehicle or other important terms, you need to cancel the current reservation and create a new one. This is required so the system can check vehicle availability again and make sure that the selected dates have available time slots.

Below is the process for vehicle handover and return.

Step 1.

Start the rental period

Find the required reservation on the main screen in the “Today” section.

You can also open the reservation from the “Reservations” section or find it in the “Timetable” section on the availability calendar.

Open the reservation.

If the reservation start date is today or has already passed, the “Start rent period” button will be active.

Tap “Start rent period” to start the vehicle handover process.

Step 2.

Record vehicle condition at handover

After tapping “Start rent period”, the vehicle condition screen will open.

On this screen, you need to enter the data that describes the vehicle condition at the moment of handover.

Attach photos of the vehicle. You can take photos with the camera or upload images from the gallery.

We recommend taking photos of the vehicle from all sides, and also separately recording any existing damage, scratches, dents, interior condition, dashboard, wheels and other important details.

You can attach up to 60 photos.

Enter the fuel level at the time of handover.

Enter the current mileage.

Confirm that the rental payment and deposit for the vehicle have been received.

Check that all details are correct and tap “Start rent period”.

After that, the reservation will move to the “Collected” status. This means that the vehicle has been handed over to the renter and the rental period has started.

Step 3.

Record vehicle condition at return

When the renter returns the vehicle, find the required reservation in the app.

If the return is scheduled for today, the reservation can be found on the main screen in the “Today” section.

You can also open it from the “Reservations” section or find it in the “Timetable” section on the availability calendar.

Open the reservation and tap “End rent period”.

The vehicle return condition screen will open.

On this screen, you can view the photos taken at handover and compare them with the current vehicle condition.

If needed, add new photos to the vehicle condition history. You can take photos with the camera or upload them from the gallery.

Enter the fuel level at return.

Enter the current mileage.

Rate the renter positively or negatively. This helps improve the user experience and keep a history of interactions with customers.

You can also leave a review or comment about the renter. The renter rating system will be developed further in the future.

Check that all details are correct and tap “End rent period”.

After that, the rental period will be completed and the reservation will move to the completed status.

Done

You can now record vehicle handover and return

You have learned how to start the rental period, record the vehicle condition at handover, add photos, enter fuel level and mileage, confirm payment and deposit, and then correctly complete the rental period at return.

Use this process for every reservation. This way, you will have a complete history for each booking: when the vehicle was handed over, what condition it was in, what the mileage was, how much fuel was in the tank and what condition the vehicle was returned in.

This helps you control your fleet, reduce the risk of disputes with renters and keep your rental business operations organized.