How to access your pre-hire and post-hire photos after a hire ends

You've just finished a hire, waved goodbye to happy hirers, and now you're wondering - where did all those photos end up? The good news is that every single photo, detail and confirmation from pickup and return gets saved automatically, and you can access them anytime from your Owner Dashboard.

Here's exactly how to find your hire records, what's actually captured in each checklist, and why keeping these PDFs handy is smart practice for any RV owner.

Finding your completed hire checklists

Once a hire has finished, accessing your photos and hire details takes just a few clicks:

1. Log into your Owner Dashboard and navigate to the completed booking

2. Scroll down to the Things You Might Want section

3. Click on Prehire Checklist

4. This opens a comprehensive PDF containing all your pickup photos and hire details

The same process works for your posthire checklist - just click that link instead to see the return documentation.

What your prehire checklist actually captures

Your prehire PDF is the comprehensive record of everything that happened at pickup. Think of it as your evidence file that proves the condition of your RV and confirms the handover process was completed properly.

Vehicle condition documentation

Every prehire checklist includes exterior photos from multiple angles - front, both sides, rear, and roofline shots. Interior photos cover the cabin, seating areas, storage compartments, and rear layout. If there's any existing damage, that gets photographed and noted separately. There's also a confirmation that you've taken enough high-quality photos to document the vehicle properly.

Handover logistics

All the practical details get recorded too - fuel type and your return policy, odometer reading with a dash photo, daily kilometre allowance and over-distance charges, plus how tolls will be handled during the hire.

Walkaround confirmations

This is the detailed section covering everything you demonstrated to the hirer. It includes driving features like lights, brakes, gears, and dash warnings. External features get covered - solar setup, gas connections, BBQ operation, bed configuration, toilet cassette, water tanks, hot water system, and tyre condition. Internal features include cleaning supplies, linen, air conditioning, fridge operation, lighting, and window functions.

The checklist also covers gas bottle condition and your gas policy, vehicle height awareness, and anything specific to your build like rooftop tent operation or awning setup. Emergency equipment locations get noted - fire safety gear, first aid kit, jumper cables, jack, and tools. Finally, there are confirmations about what to do if dashboard lights appear, breakdown procedures, accident protocols, and your expectations around cleanliness and communication.

What your posthire checklist records

The posthire PDF is much shorter and focuses on any charges or issues from the return inspection. This includes whether additional kilometres need charging (for motorhomes and campervans), any toll or infringement charges, excess cleaning fees beyond normal wear, and any damage that occurred during the hire.

There's also a reminder prompt asking if you'll request a review from the hirer, followed by a final confirmation that all the information is correct.

Why these records matter for your business

Your prehire PDF serves as your primary evidence document if any disputes or damage claims arise later. The photos and details are time-stamped against the specific booking, creating solid proof of vehicle condition at handover and confirming that proper handover procedures were followed.

The posthire PDF locks in your charge declarations. When you tick "no damage" or "no excess cleaning" at submission, that becomes part of the official record. This makes it worth doing your return inspection thoroughly before submitting, rather than trying to remember details days later.

Organising your hire documentation

Many successful RV owners download and save copies of both checklists for their own records. This creates a complete file for each hire that you can reference months later if needed. Some owners organise these by booking date or hirer name, making it easy to track patterns or reference specific hires.

The PDFs also help you spot recurring issues with your RV setup or identify which features hirers struggle with most, helping you improve your handover process over time.

Ready to check out your hire documentation? Log into your Owner Dashboard and explore the Things You Might Want section on any completed booking. Your comprehensive hire records are waiting there whenever you need them.