WEBVTT 00:00:00.710 --> 00:00:02.831 Welcome to Rentgine's video tutorial series! 00:00:03.621 --> 00:00:08.451 In our videos, we will show you how to use Rentgine, which is a car rental software designed for businesses. 00:00:10.571 --> 00:00:14.788 Our car rental software helps you manage your fleet, staff and customers in one place. 00:00:15.568 --> 00:00:19.568 In this video, you will learn how to create documents, templates and signatures in Rentgine. 00:00:21.437 --> 00:00:24.103 First, let's create a document template as an example. 00:00:24.683 --> 00:00:26.955 Go to "Settings" and then "Document Templates". 00:00:27.535 --> 00:00:31.919 Here, you see all of your existing document templates, which you can edit, copy or delete. 00:00:32.519 --> 00:00:35.588 To create a new one, click the "New Document Template" button. 00:00:36.418 --> 00:00:38.615 A new window will open where you can edit your template. 00:00:39.205 --> 00:00:42.836 Here you will find three tabs: Home, Insert and Page Layout. 00:00:44.936 --> 00:00:48.147 The editor allows you to customize the document completely to your liking. 00:00:48.947 --> 00:00:51.344 Now, let's create a template for vehicle returns. 00:00:51.923 --> 00:00:54.027 Give the template a name and select its language. 00:00:54.637 --> 00:00:59.015 Under the language section, you can choose a vehicle for which you want to create this as a separate template. 00:00:59.615 --> 00:01:02.636 This way, the template will only be applicable to that specific vehicle. 00:01:03.226 --> 00:01:08.103 For this vehicle return template, leave this field empty, so the template applies to all vehicles. 00:01:08.864 --> 00:01:13.555 Feel free to type up the text of the template or simply load it from a Word file if you already have one. 00:01:14.155 --> 00:01:18.759 Click on "Load from Word File", browse, and select the desired document from your computer. 00:01:19.339 --> 00:01:20.652 Then click "Upload". 00:01:21.452 --> 00:01:26.224 Now you can set up your template for automated document filling by inserting merge fields in the document. 00:01:26.823 --> 00:01:32.054 In simple terms, merge fields are like placeholders that allow you to automatically insert custom information 00:01:32.064 --> 00:01:37.054 into documents, making it easy to create multiple customized copies without having to manually type 00:01:37.064 --> 00:01:39.060 or copy-paste the information every time. 00:01:39.639 --> 00:01:41.792 For example, if you click next to the "Rental Number", 00:01:42.882 --> 00:01:46.896 and click on the "Insert Merge Field" button, then insert the "Rental Number" option, 00:01:48.986 --> 00:01:54.885 whenever you use this template for a rental,the specific rental number will show up instead of this placeholder.However,keep 00:01:54.885 --> 00:01:59.516 in mind that you cannot simply copy and paste these merge fields within the document;you have to use the 00:01:59.516 --> 00:02:02.527 "Insert Merge Field" button,otherwise this feature will not work. 00:02:03.327 --> 00:02:07.859 The same rules apply to the other fields, including merge fields for checklist questions and answers. 00:02:08.450 --> 00:02:11.528 Click in the document where you want to have checklist questions and answers. 00:02:12.138 --> 00:02:13.707 Click "Insert Merge Field". 00:02:14.317 --> 00:02:17.855 Select the desired question and answer fields from the options and insert them. 00:02:18.965 --> 00:02:23.727 However, you can only do so if you have already created checklists and checklist questions in your system. 00:02:24.327 --> 00:02:28.499 To find out more about checklists and checklist questions, watch our video on this topic. 00:02:29.310 --> 00:02:31.816 Another useful feature is the "Insert Drawing" button. 00:02:32.415 --> 00:02:36.726 Using this, a schematic image will show up with the indicated damages concerning the rental 00:02:37.587 --> 00:02:40.467 (you can upload your own schematic images in the "Vehicles" tab). 00:02:41.057 --> 00:02:45.288 In the case of the vehicle return template, choose the drawing indicating the "Return damages". 00:02:45.918 --> 00:02:50.908 Again, keep in mind that you have to draw in the damages first on the specific rental, and only then 00:02:50.918 --> 00:02:53.228 can you make use of this feature when creating documents. 00:02:54.018 --> 00:02:57.264 Finally, let's look at how you can insert fields for electronic signatures. 00:02:57.854 --> 00:02:59.611 Click "Insert Signature Location". 00:03:00.201 --> 00:03:06.212 Here you will see several options that you can make use of – company, customer, driver 1, driver 2, delivering 00:03:06.222 --> 00:03:11.241 colleague, returning colleague –, but for now, select "Company" to insert a signature location for your 00:03:11.251 --> 00:03:11.872 rental company. 00:03:12.452 --> 00:03:15.419 Drag it to the desired place and adjust its size as needed. 00:03:16.030 --> 00:03:17.048 Repeat this process, 00:03:18.117 --> 00:03:20.159 but this time choose the "Customer" option. 00:03:21.249 --> 00:03:22.360 Let's save the new template. 00:03:23.430 --> 00:03:25.687 It will appear among the existing document templates. 00:03:29.797 --> 00:03:33.917 Now that you have a document template, let's see how you can create a document using the template. 00:03:34.528 --> 00:03:39.307 Open a rental for which you have already filled out the necessary information, completed the return checklist, 00:03:39.307 --> 00:03:40.537 and indicated the damages. 00:03:41.137 --> 00:03:44.541 Click on "Create Document", and you will see all your applicable documents. 00:03:45.151 --> 00:03:46.985 Select the "Vehicle Return" template. 00:03:47.485 --> 00:03:52.386 Rentgine's document editor will appear, pre-filled with all the specific information for this rental, 00:03:52.386 --> 00:03:54.445 thanks to the automated document filling feature. 00:03:55.035 --> 00:03:58.834 Please note that only the data that have a merge field in the document template will appear. 00:03:59.594 --> 00:04:04.544 In this case, you will see the "Rental Number", the schematic drawing with the indicated damage, the checklist 00:04:04.553 --> 00:04:07.758 question and answer, as well as the spaces for the electronic signatures. 00:04:08.838 --> 00:04:13.648 The spaces provided for electronic signatures allow both you and your customer to sign the document using 00:04:13.658 --> 00:04:14.841 a tablet, for example. 00:04:15.441 --> 00:04:19.590 To sign the document on behalf of your company, click on "Sign" and choose "Company". 00:04:20.700 --> 00:04:22.605 Sign the document and save the signature. 00:04:23.685 --> 00:04:28.276 If you don't have a tablet available to hand over to your customer, you can send the document via email 00:04:28.285 --> 00:04:30.758 and have the customer sign it on their mobile phone instead. 00:04:31.348 --> 00:04:35.914 Now, click "Sign", select "Customer", and hand over your electronic device to your client. 00:04:36.524 --> 00:04:37.878 Save this signature as well. 00:04:39.977 --> 00:04:43.958 The editor provides options to download, print, or send the document via email. 00:04:44.538 --> 00:04:48.609 You will also find a "Signature Timestamp" button which lets you know the time of the signings. 00:04:49.409 --> 00:04:52.309 The saved document will now be listed among your existing documents. 00:04:52.879 --> 00:04:54.154 Go to the "Documents" tab. 00:04:54.733 --> 00:04:58.038 Here, you can send the document via email, download it, or delete it. 00:04:58.868 --> 00:05:03.193 Additionally, you can sign the documents directly from this tab by clicking on the "Sign" icon. 00:05:05.283 --> 00:05:10.233 Download the signed document and open it by using Adobe Acrobat Reader to see how your signed document 00:05:10.243 --> 00:05:12.033 and Rentgine's qualified signature look. 00:05:14.133 --> 00:05:17.634 A signature panel will appear which indicates the validity of the signatures. 00:05:20.714 --> 00:05:22.434 You can also click on one of the signatures, 00:05:23.524 --> 00:05:25.786 and a window will pop up with details concerning it. 00:05:26.396 --> 00:05:28.398 Click "Signature Properties" to learn more. 00:05:28.988 --> 00:05:33.368 Here you will see additional information about the document's timestamp, for example, and Rentgine's 00:05:33.368 --> 00:05:37.370 qualified electronic signature that complies with the eIDAS Regulation of the EU. 00:05:37.970 --> 00:05:42.021 For more information concerning Rentgine's signature system, check out our blog post. 00:05:44.547 --> 00:05:47.731 If you don't have a Rentgine account yet, check out our subscription plans. 00:05:48.521 --> 00:05:53.784 For more information concerning the rental process, watch our other videos or visit our website at rentgine.net.