How to open the inspection report and damage passport
The report brings together pickup and return photos and results for a booking. The passport keeps a particular vehicle's damage records between rentals. Employees with the appropriate roles can access both.
How to open the report and download a PDF
- Open the booking card and the “Managing” block.
- In the action row, click the clipboard icon with a check mark. Its tooltip is “Inspection report”; the icon is visible if the booking has an inspection.
- If a PDF is ready, choose “Open report” or “Download PDF” from the menu. If no PDF is ready, the report page opens directly.
Another way in is “Open report” next to a completed inspection in the module block of the pickup or return dialog.
What the report shows
The “Inspection report” page has links to the booking and vehicle. The pickup and return version summary shows statuses: “In progress”, “Completed”, “Cancelled”, “Closed incomplete”, “Archived”, as well as the “Previous version” label. Each version has a completion date and a “PDF” link; “PDF is being generated” is shown while the file is being prepared.
Pickup and return photos are shown side by side for each zone, or one below the other on a phone. The finding boxes drawn by employees are numbered.
| Label | What it means |
|---|---|
| “New” | A new finding; highlighted at return |
| “Known” | The finding is linked to a passport record |
| “Predates the module” | Damage recorded in the vehicle's first completed inspection in the module; not highlighted as new in the report |
| “Uploaded by an agent” | The photo was submitted through an AI agent |
| “Accepted without AI check” | The photo was accepted without an AI check |
| “No photo” | The zone has no photo |
| “Zone checked” | The return zone has been checked; the outcome is shown next to it |
| “Not reviewed” | The return zone has not been marked as checked |
| “Optional” | The zone is not required |
AI warnings and dismissed warnings are not shown in the report. See reviewing a photo for how to handle them.
PDFs and previous versions
A PDF is generated when each inspection is completed and does not change afterwards. “Retake inspection” creates a new version and, after completion, a new PDF. The previous file remains available with the previous version.
An employee sends the PDF to the client by downloading and forwarding the file.
How to view the damage passport
- Open the vehicle card and the last tab, “Damage”.
- View “Active” and “History”. Use “Update” to refresh the data.
- Click the photo with the damage box to enlarge it: the action is labelled “Enlarge evidence photo”.
Each record shows the zone, type, “Severity”, “Recorded on” and status: “Active”, “Repaired”, “Withdrawn” or “Archived”. “Zone deleted” is shown instead of a deleted zone's name. Records may also be marked “Predates the module” and “Via agent”.
Manager roles can also assign an inspection template on this tab.
Where records come from
When an inspection is completed, new confirmed findings become passport records. A known finding does not create another record.
Records from the vehicle's first completed inspection in the module are marked “Predates the module”: this is damage that existed before the module was connected. It is not highlighted as new in the report.
The passport belongs to the vehicle and moves with it to another branch of the company.
How to mark a repair or revoke an incorrect record
An employee who can edit the vehicle can mark a repair. The “Main Administrator”, “Branch manager” and “Manager” roles can revoke an incorrect record.
- Find the active record in the damage passport.
- Choose “Mark as repaired” if the damage has been fixed, or “Revoke as incorrect” if the record is wrong.
- Review the confirmation: “Mark this damage as repaired? The record will move to history.” or “Revoke this record as incorrect? The record will remain in history.”
- Confirm the selected action.
The record moves to “History”. If it is already inactive, “This record is already inactive. The damage passport has been refreshed.” appears.
History and existing PDFs are retained
Repairing and revoking change the passport record's status, but not previous PDFs. If the record was linked to a finding in an unfinished inspection, “Damage passport record is outdated” will need to be resolved there.
Retaking an entire inspection removes its archived version's records from the passport.