Send the hirer link

Share the one check-in link on WhatsApp, and track the hirer's progress from link sent to verified.

Once you have raised a booking, KeyProof gives you one link to send your hirer. They tap it, prove who they are, and check themselves in. This is the heart of KeyProof.

How to send the link

1. Create the booking. On a laptop a banner appears: "created. Send the hirer their link", with the car's name. On a phone the Check-in status screen opens instead. See Create a booking.
2. Choose how to send it. Copy link copies it so you can paste it into any chat. WhatsApp opens WhatsApp addressed to the hirer's number, with a ready-made message and the link already in it. On the phone's Check-in status screen there is also Resend email, which emails a fresh link to the address on the booking and stops the old one.
3. Send it in the same chat you booked the hirer in, whether that is WhatsApp, Instagram, or text.

You can get the link again any time. Open the booking and look for the Hirer link section. Send link opens WhatsApp to the hirer, Copy link copies it, and More ways opens the Message hirer sheet, covered below. Hire record opens the printable record for the hire.

What KeyProof sends on its own

A handful of emails go to the hirer automatically, every one about their own live hire and nothing else. All of them need an email address on the booking, from you or from the hirer's own check-in; with none, every one below is skipped and the booking tells you so:

• Their check-in link, the moment you create the booking.
• A chase if they have not finished checking in as the hire approaches.
• A confirmation when their check-in is complete.
• A reminder the day before the car is due back.
• A notice if the car is past its return date and still out.
• An update when you settle their deposit, released or withheld.

These are sent in your firm's name, and replies come back to your business address. The recurring reminders (the check-in chase, the due-back reminder and the overdue notice) each carry a one-tap unsubscribe that stops further reminders for that booking. The one-off notices (the link itself, the check-in confirmation and the deposit outcome) are booking administration rather than a mail stream, so there is nothing to unsubscribe from: each is sent once. Nothing marketing is ever sent to your hirers.

Sending your own messages

Six ready-made WhatsApp messages are yours to send, not KeyProof's: Booking confirmation, Chase to check in, Cleared for collection, Return reminder, Return check, and Review request. Open the booking and choose More ways, or tap Message hirer on the Today screen's next hire card, and pick the message from the row across the top. It is filled in with that booking's details. Copy text copies it, and Open in WhatsApp opens the chat with the message in it. The Review request appears once you have saved a review link in Settings. KeyProof never sends these for you, so they always come from your own number, in the chat your customer already knows. You can edit the wording in Settings, under Messages.

Tracking the hirer's progress

Every booking shows where the hire is, and whether it needs you, as two separate things. Where the hire is:

• Waiting on hirer: you have sent the link; the hirer has not checked in yet.
• Verified: the hirer has checked in and the collection day is still ahead.
• Collecting: the collection day has come, so the car is ready to go out.
• On hire: the car is out with them.
• Returned: the car is back and you have logged the return.
• Sealed: the hire is closed and its record sealed, so it cannot change.

Whether it needs you, shown beside it only when it does:

• Due soon: the car is due back today or tomorrow.
• Needs action: money is still owed once the hire is over, a fine is open, or there is a dispute. Open the booking and it says which.
• Overdue: the car is past its return date and still out.
• Blocked: the hire cannot go ahead until the hirer does something, such as retrying a refused identity check or completing a payment in their link.

Each booking page also leads with the one thing to do next, such as Chase hirer, Check licence, Take photos, Log return, Release deposit or Close record. A draft and a cancelled booking are marked as such.

On a phone, the Check-in status screen shows the same progress as a ring, how many of the hirer's steps are done out of the total, and names the next one. Under it each step lists its state, and a tap on a step opens the booking. Inside the booking you can also see the timeline: when it was created, when the hirer checked in, when they signed, when their identity check completed, and when the licence was marked checked. If a hirer has not checked in, use the chase message above or resend the link.

The link stays live through the whole hire and for 30 days after it ends. The hirer uses it again at pickup and at return to confirm your condition photos, or to take them if nobody from your firm is at the car, and once more to leave you a review. Closing the booking stops anything further being added to it, and once those 30 days are up the link closes on its own. Your own copy of the record stays in your portal either way. See Ask the hirer for a review.