How Guests Book and Pick Up a Rental

When a guest books one of your rentals, Vanio runs the entire journey — quote, agreement, license, payment, deposit, pickup, and return — without you lifting a finger. This guide walks through exactly what your guest experiences, so you know what's happening at every step.

To set up a rental first, see Offering Car and Bike Rentals to Your Guests. For the host's side of each booking, see Running Rentals Day to Day.

Booking on your website

Guests find your rentals at yoursite.com/rentals — from the rentals section of your booking site, or from a link you send them. They open a rental, pick their dates, and get an instant quote:

• Daily rate for each day (weekend pricing applied automatically)
• Weekly or monthly discount when the rental is long enough
• Cleaning fee and any applicable taxes
• The security deposit, shown separately as a refundable hold — clearly not part of the charge

If dates are blocked or already booked, the calendar simply won't allow them. Double-bookings can't happen.

Driver details and license

For vehicles, the guest enters their driver details and uploads a photo of their driver's license during checkout. Their date of birth is checked against the minimum driver age you set. You can review the license photos on the booking afterwards.

Bikes and equipment skip the license and age steps entirely — guests go straight to the agreement.

Signing the rental agreement

Before paying, the guest reads and signs your rental agreement — the full document, with their name, dates, rates, deposit, and vehicle details filled in.

To sign, the guest types their full legal name into the signature field and clicks to confirm. The name they type is recorded as their signature, alongside a timestamp and details about when and where they signed. The completed agreement is stored securely with the booking — Vanio generates the final signed record itself, so the document on file always reflects exactly what the guest read. Guests can re-read or print it from their trip portal at any time.

If the agreement terms change between the moment a guest opens it and when they click to sign — for example, if you updated the agreement during that window — the guest will see a message letting them know the agreement changed and asking them to review the current version before signing again. This ensures no one is ever bound to terms they didn't actually read.

Payment

The guest pays the rental total by card through secure checkout (powered by Stripe). Two things happen at this moment:

1. The rental total is charged — daily rates, discounts, cleaning fee, taxes.
2. The card is saved securely for the security deposit hold later.

The deposit is not charged or held at booking. The guest sees the amount and knows exactly what's coming, but their money stays untouched until pickup day.

Confirmation and the trip portal

Right after booking, the guest receives an automated confirmation with their pickup date, return date, and a personalized link to their trip portal. The trip portal is the guest's secure home base for the rental — only accessible by them through a verification link sent to their phone or email.

The portal shows:

• Complete rental details and dates
• Pickup location and instructions
• The signed rental agreement
• Pickup and return photo steps when it's time
• All confirmation details in one place

Secure access to trip details

Just like your property guests receive secure trip portal links, rental guests get their own personalized portal access. The verification system ensures only the correct guest can view their reservation details and complete pickup and return steps. Portal links are sent via SMS confirmation messages, so guests always have secure access to their rental information.

The day before pickup

Vanio automatically sends a pickup reminder: when and where to pick up, to bring their driver's license and the card they booked with, and a heads-up about the condition photos they'll take at pickup.

Pickup day

At the vehicle, the guest opens their trip portal and completes the pickup condition photos:

• Front, rear, left side, right side
• Interior
• Odometer reading
• Fuel or charge level

Pickup completes only when the full photo set is in. At that moment two things happen: the rental becomes active, and the security deposit hold is placed automatically on the guest's saved card. If the hold is declined, pickup pauses until the guest resolves it with a working card — the vehicle never leaves without the deposit secured.

Return day

On the morning of the return, the guest gets an automated return reminder with the return time and your fuel or charge expectations — for example, returning an EV at or above the pickup charge level.

Back at the dropoff point, the guest completes the same condition photo set in their trip portal. Once the dropoff photos are in, the return is confirmed.

Deposit release

After a clean return, the deposit hold is released automatically. Since it was a hold rather than a charge, nothing needs to be refunded — the bank simply drops the hold, which typically shows on the guest's account within 5 business days, depending on their bank.

If the dropoff photos show damage, you can capture part or all of the deposit instead — see Running Rentals Day to Day.

The journey at a glance

Moment	What happens
Booking	Quote → license upload (vehicles) → agreement signed → card charged for the rental, saved for the deposit
Confirmation	Secure trip portal link sent via SMS with all rental details and pickup instructions
Day before pickup	Automated pickup reminder
Pickup	Guest completes 7 condition photos → deposit hold placed → rental active
Return morning	Automated return reminder
Dropoff	Guest completes dropoff photos → return confirmed
After dropoff	Deposit hold released (typically visible within 5 business days)

Common questions

What does the guest see when they sign the rental agreement? The guest is shown the full agreement with all their booking details filled in. To sign, they type their full legal name into the signature field and click to confirm. Their typed name is recorded as their signature alongside a timestamp, and Vanio stores the completed agreement securely with the booking.

What happens if the agreement changes while the guest is reading it? If you update the rental agreement after a guest has opened it but before they click to sign, Vanio will let the guest know the terms have changed. They'll be prompted to review the updated agreement and sign again. This protects both you and your guest by ensuring the signed record always matches what was actually presented.

Can guests access their signed agreement after booking? Yes. The signed rental agreement is always available in the guest's trip portal. Guests can re-read or print it at any time using their secure portal link.