Features

Maintaining a sound recordkeeping system is crucial to your success as a rental company. Whether you are finalizing an inspection or confirming a contract, it’s important to be able to capture digital signatures. 

The Importance of E-signatures in a Business Context

E-signatures are essential in any rental business because they streamline the signing process, minimize paperwork, and improve operational efficiency. They ensure quicker response times by enabling remote document signing, which is convenient. 

In addition to offering security through encrypted transactions and audit trails, e-signatures guarantee compliance and authenticity. For rental companies, having a dependable process for obtaining e-signatures is crucial.

How to Request and Monitor E-signatures in Record360

Record360 has an intuitive e-signature feature that allows you to send documents to a customer directly via email or SMS. Rather than force them to sign a digital form in person, you can have them review the document and add their signature at their convenience.

Here is how it works: 

Step 1: Find Your Inspection

You must first locate your inspection on the dashboard to obtain a digital signature. Then, click on it and find the signature icon at the top.

Step 2: Set the Parameters

When you click on the e-signature icon, a form will appear. Select the contact method (email, text, or both) and enter their contact details. Add a subject and a message for the customer. You can then attach the documents you need the customer to sign and hit send. 

Step 3: Check Whether the Document Has Been Signed

Your dashboard lets you see whether the customer has signed the paperwork as requested. When you send an inspection, the document opens up as an editable PDF, allowing the other person to easily add their signature using their mouse or touch screen. 

The Record360 Difference

Record360 makes keeping track of everything much easier. Plus, with automated reminders, the ability to manage inspections with time-stamped images and videos, geographical location, and more, you can ensure that your records are clear and indisputable. 

The Bottom Line

Record360 allows you to streamline your workflow and enhance the customer experience with an easy-to-use e-signature process. We hope that you found this guide helpful and can now use this feature to enjoy its benefits.

If you have questions or have not signed up for Record360, please contact us today!

In the asset rental industry, staying ahead of maintenance is crucial to success. However, this is often challenging, resulting in delays, inefficiency, and poor customer experiences. 

The good news is that Record360 is designed to streamline your workflow and help you get things done. With a robust set of tools, you can truly harness the power of technology to stay on top of things and ensure that your assets are in top condition. 

Strategies to Help Streamline Your Maintenance Work

You can implement several strategies to ensure your assets never miss a service or maintenance activity. 

1. Work on Your Recordkeeping

The first step to ensuring that your equipment or vehicles are maintained correctly is having a proper recordkeeping system. Record360 is designed especially for this purpose and can simplify your documentation system. 

It allows you to capture images and video footage and digitizes checklists and inspections to encourage the availability of information. By viewing recent data, you can easily tell whether your assets need maintenance. 

2. Avoid Waiting for Equipment to Break

Ensuring that your assets are taken care of and in peak condition is important to extend their lifespan and ensure they serve you for a long time. When you allow equipment to function until it breaks, you will likely have to spend a lot on repairs.

However, by effectively tracking maintenance practices and dates with Record360, you can ensure that you never get to this stage and always have equipment for customers to rent.

3. Conduct Detailed Inspections

Addressing problems with your assets early is essential for preventing breakdowns. To do this, you must ensure that your inspections are detailed. Every element of the asset should be checked thoroughly according to pre-defined criteria. 

Fortunately, Record360 is designed to ensure you have all the information you need to conduct comprehensive inspections. Record videos and take pictures to ensure you can effectively track the condition of your assets. 

The Bottom Line

Proper recordkeeping is crucial in the rental industry. With Record360, you can ensure that no asset goes unchecked. Contact us today to learn more about our software’s features or try it out for yourself. 

Managing a business is no easy task. There are often a myriad of activities taking place at once. To make matters worse, departments can overlap, causing confusion and reduced productivity. 

Fortunately, Record360’s intuitive Departments feature lets you manage your workflows more effectively. Instead of having all your tasks, documents, and more in one place, this tool allows you to group them to separate sales, service, and rental taskforces (or any departments of your choosing) together. 

Learn more about this incredible feature and how your rental business can benefit. 

Understanding Record360’s Departments

Before discussing why you should use this tool, let’s first discuss what it is. Departments allow you to group workflows into separate portals. This means that each team in your organization will only see information that is relevant to them. Your sales department, for example, will not be bombarded with information about vehicle maintenance and vice versa. 

The Benefits of This Type of Workflow

This feature provides several benefits, including the following: 

Better Organization 

Separating tasks can prevent confusion and avoid the risk of them being lost or forgotten. Organization is also crucial to productivity, as overwhelming your employees with many tasks, even though not applicable, can reduce their ability to work efficiently.

Complete Control

When you use Record360, you can enjoy control over your departments. You are not forced into a preset design but can separate your workflows based on your company’s unique needs. 

More Accountability

A clear and concise workflow encourages accountability, ensuring that employees understand what is expected of them and are working toward one common goal. Departments allow you to remove the busyness, ensuring your staff members remain focused. 

Manage Tasks Concurrently

With this feature, you can effectively manage multiple tasks across various workflows. Other teams will not be affected by another department’s activities, ensuring that your business functions efficiently. 

How You Can Use Departments to Enhance Your Rental Business

It’s important to remember that the Departments feature is only available on the Professional and above plans. To use it, navigate to the section labeled “Departments” on the platform. Then, create departments and assign workflows to them. After that, you can group tasks and enjoy organized operations!

Final Thoughts

If you are not using this intuitive feature, you are missing out. Upgrade to a Professional plan today to enjoy streamlined workflows, or contact us for more information! 

 

The weight of a truck driver or heavy equipment operator’s responsibility is usually underlined by the paperwork required to carry.

This article will examine some of these papers, documents, compliance requirements, and how Record360 can help. 

Essential Documents to Look for During Pre-Trip Inspections

The following are some of the documents a truck driver should carry:

Commercial Driver’s License (CDI)

A truck or heavy equipment driver must have a commercial driver’s license.

Driving a truck without one can have severe consequences, especially when dealing with damage disputes.

Title and Registration

Both the truck and trailer need to be correctly registered. If the drivers are going to be crossing state lines, this becomes even more crucial.

These are some of the first documents to be requested in emergencies or dealing with moving violations.

Medical Certificate

The law requires all drivers to have a valid medical certificate called a DOT card.

This can only be issued by a licensed doctor registered by the Federal Motor Carrier Safety Administration.

The certificate will usually have to be renewed every two years.

Proof of Insurance 

When dealing with damage expenses in the aftermath of an accident, there can be nothing worse than not having proper insurance.

The truck driver or vehicle owner can choose to have several types of insurance. This will help reduce costs when at fault for a truck accident.

Inspection Forms

Inspections should be conducted regularly to help ensure safe truck operation, gain insights on potential risks, and build customer trust.

These manual processes require support in the form of seamless documentation that covers multiple systems.

Inspection forms also have to be readily available whenever the vehicle is in use as proof of all the vehicle checks that were carried out.

Record360 should be used for daily truck inspections because it ensures thorough, verifiable documentation of vehicle condition, helps prevent disputes by providing timestamped photos and videos, and streamlines the inspection process, saving time and reducing paperwork.

Safety Certificates, Digital Inspections and More

Truck drivers need to be good at juggling multiple systems at once, including the inspection process, because they need to carry a lot more documentation.

This includes:

• Motor Carrier Authority (MC Authority)
• Cab cards
• Daily log book
• International Fuel Tax Agreement
• Bill off landing
• Safety and efficiency certificates
• State permits

If you want to learn more about how to digitize your process, request a demo today.

After witnessing the massive devastation a single truck accident can cause, it is often sad to think how a proper pre-trip inspection could have prevented all that.

The dangers that trucks and other heavy equipment pose on the road should never be underestimated.

That is why you should conduct a Record360 inspection on your entire fleet regularly.

Why a Pre-Trip Inspection Is Important?

Pre-trip inspections have a lot of benefits for any fleet company, including:

• Avoiding delays
• Reducing the risks of serious accidents
• Gain insights on potential issues
• Minimize damage expenses
• Solve damage disputes by providing solid evidence from photos and videos
• Avoid fines due to failing safety audits

The following are some of the steps needed in a proper pre-trip inspection:

1. Conduct a Pre-Trip Inspection Process from Front to Back

Streamlined inspections must cover every part of the truck, from one end to the other. This means you should not cut any corners while conducting these manual processes.

Every section of the vehicle is important, whether the driver’s cabin or the bulkhead.

A detailed Federal Motor Carrier Safety Administration (FMCSA) checklist can be useful here.

2. Utilize Technology to Conduct Digital Inspections

Technology saves time and money while ensuring the safety inspection is done as thoroughly as possible.

If you can ensure a user-friendly interface and a seamless integration of various software with your process, you can use technology to boost the efficiency of various inspection tasks.

3. Adhere to Fleet Management Best Practices

Sticking to fleet management best practices during inspections, such as monitoring driver behavior to foster safety, will improve the quality of your pre-trip inspection and boost customer trust.

4. Consider DOT Inspection Requirements for Tires

Tire blowouts are a common cause of many truck accidents. As such, stick to the DOT requirements for tires regarding pressure and minimum thread count.

5. Don’t Forget the Tug Test and Medical Kit Inspection

Finally, take time to do a tug test, especially if you plan on hauling heavy loads. Also, have a look at the medical kit to ensure that all the required medication and equipment are available and in working condition.

There is so much more to motor vehicle inspections than mentioned here.

If you are concerned about your vehicle’s condition, schedule a demo to solidify your inspection process.