Viewing Appointments & Agreements on the Mobile App

Record360 integration is sold separately, and is supported on the web and mobile app (iOS only). Location setup must be completed by TSD Support. Contact your TSD Sales Representative at sales@tsdweb.com for more information.

Note: A single user can only upload one inspection transaction to Record360 at a time. If a transaction is already in progress, a message is displayed for you to delete the current transaction and start a new one, or stay in the current transaction.

1. In the Inspections section, tap Walkaround to open the Record360 mobile app and create a new inspection transaction.
2. Select the transaction option that applies: Checkout/Open (to add a new record, if one does not exist), Add/Update (to edit an existing record), or Return/Close (to upload a final version of the record with any new damage).

Note: To cancel the current transaction and return to the mobile app, tap the delete icon and select Delete Transaction.

3. As needed, fill out the inspection checklist fields, take photos and videos, add an email address to which to send a Transaction Summary PDF, and add a customer signature to the record. Tap the Upload Record button to create a record in Record360.
4. Tap Done. A transaction summary (containing a reference number) is sent to the email address, if one was provided. You can also download a Transaction Summary PDF by viewing your inspection history uploads.

Inspecting a unit at open and/or close agreement (including close pend) may be required based on the Require Unit Inspection management setting.

If you need to log unit damage during your inspection or simply upload photos or notes to log its current condition, you can do so.

1. In the Inspections section of an agreement, tap Inspect. (If viewing existing inspection entries, an Add Inspection button is also present to begin a new inspection.)
2. Do one of the following, depending on the type of inspection: 
• If logging damage: 
1. Select or confirm the area of damage (Zone) and select a Damage Type.
2. Take or upload up to 12 photos of the damage and/or add any notes, if necessary.
3. Tap Save.



• If logging current condition: 
1. Tap the Current Condition toggle.
2. Take or upload a photo of the unit and/or add any notes, if necessary.
3. Tap Save.

If inspections have been logged for a unit, a View button is available in the Inspections section of an agreement on the mobile app. Tap View for a detailed account of inspections, including:

• an edit button () to edit the inspection entry. (If a photo is attached to an existing damage entry, you can tap the photo to zoom in, and swipe if there are multiple photos.)

• the Agreement Number associated with the logged inspection, if applicable.
• the date logged.
• the zone and type of damage.
• the employee who logged the inspection entry.

The number of additional drivers on the agreement cannot exceed your Maximum Drivers setting in management setting in Admin Setup.

Tap ADD DRIVER. You can choose to scan a driver's license to capture all the required information, or manually search for or add a new driver.

Tap Edit. On the Edit Driver screen, make your changes and tap SAVE.

Tap Delete. Confirm that you want to remove the additional driver from the agreement.

Pre-authorizations are only available based on the Credit Card Capture Required at Open and Pre-Authorizations Settings management setting (Enable Pre-Authorizations toggle).

Note: For important information and notes regarding pre-authorizations, including setups, see "Take a Pre-Authorization" in the "Credit Card Processing" topic.

Read more: What is a Pre-Authorization?

1. Capture a credit card on the agreement. During the open agreement process, or while editing the opened agreement, capture a credit card to be pre-authorized. See "Capture a credit card".
2. Toggle on the Pre-Authorize option. Toggle on Pre-Authorized , if not selected by default; if opening a new agreement, the pre-authorization will not be performed until save.
3. Complete (save) the open agreement. At save, the system automatically processes a pre-authorization on the customer's card. The total pre-authorized amount is displayed next to the card details. This amount includes both the main pre-authorization for rates, fuel charges, fees, and taxes, as well as the secondary pre-authorization for toll charges, if applicable.

Note: The application displays a pre-authorization error message if the pre-authorization attempted against a credit card is declined, so you can collect another form of payment, if needed. (For example: "No credit card on file" or "Failure trying to submit transaction for Credit Card Processing - Your card was declined.")

Capturing a credit card is the first step to charging. From there, you can pre-authorize the card to hold funds for charges, save the card to the customer's profile, and bill for toll charges, depending on your exact integration.

A payment will not be taken against a captured credit card until you close the agreement.

With the mobile app, you can capture a credit card on agreement by manually entering card information or, if supported by your credit card provider, a supported mobile card reader. See "Supported Devices and Peripherals" for more information about supported devices.

Note: The default method of credit card entry (manual or device) is based on your mobile settings ().

1. On the agreement, choose whether you want to manually enter a card, or use a supported card reader.
• Manually enter a credit card:
1. Tap Enter Card.
2. In the credit card capture iFrame, enter the required billing information.
3. Tap SUBMIT. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
• (CenPOS) Capture a card using an ingenico ICMP mobile card reader:
1. Tap CAPTURE CARD to open the processor's mobile app.
2. In the app, tap the card icon in the upper-right corner to activate the iCMP device. Your mobile device displays the message, "Waiting for card."
3. Insert or swipe the card into the device.
4. Tap Submit.

Can't see the Submit button? Try hiding the on-screen keyboard by tapping above it or pressing the down arrow below the keyboard.)

5. Confirm the amount by pressing the green button on the iCMP device.
6. Follow any additional on-screen instructions that are displayed on the iCMP device, if applicable.
7. After the card has been processed, transaction information is displayed.
8. Tap Done. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
• (Stripe) Capture a card using a mobile card reader.
1. Tap Enter Card.
2. Insert or swipe the card into the device.
3. After the device beeps and prompts you to remove the card, remove the card.
4. The card capture process is complete. If successful, a token is generated for the credit card and the card is added to the agreement, replacing any previous card associated with the agreement. Key card information (card type, last four digits, and expiration date) is displayed (e.g., visa: xxxx-xxxx-xxxx-4747 Exp. 05/28).
2. Now that a credit card is captured on the agreement, you may have several other options, depending on your integration and employee role's permissions:
• Have a pre-authorization automatically taken against the card for charges (at save, if opening a new agreement, or at the time the card is captured, if viewing an agreement). Toggle on Pre-Authorize.
• Save this credit card to the customer's record for future appointments and agreements. Toggle on Save Credit Card to Customer Profile.
• Bill the credit card for any future toll charges incurred on the agreement. Toggle on Charge Violations to Customer.

Pre-authorizations are only available based on the Credit Card Capture Required at Open and Pre-Authorizations Settings management setting (Enable Pre-Authorizations toggle).

Note: For important information and notes regarding pre-authorizations, including setups, see "Take a Pre-Authorization" in the "Credit Card Processing" topic.

Read more: What is a Pre-Authorization?

1. Capture a credit card on the agreement. During the open agreement process, or while editing the opened agreement, capture a credit card to be pre-authorized. See "Capture a credit card".
2. Toggle on the Pre-Authorize option. Toggle on Pre-Authorized , if not selected by default; if opening a new agreement, the pre-authorization will not be performed until save.
3. Complete (save) the agreement. At save, the system automatically processes a pre-authorization on the customer's card. The total pre-authorized amount is displayed next to the card details. This amount includes both the main pre-authorization for rates, fuel charges, fees, and taxes, as well as the secondary pre-authorization for toll charges, if applicable.

Note: The application displays a pre-authorization error message if the pre-authorization attempted against a credit card is declined, so you can collect another form of payment, if needed. (For example: "No credit card on file" or "Failure trying to submit transaction for Credit Card Processing - Your card was declined.")

1. On the Request Signature prompt, tap Send for Signature.
2. Select an agreement form.
3. On the Contactless Signature prompt, select the method of requesting a signature from the customer: Request via Text or Request via Email, depending on whether the customer's phone is filled in and Text Allowed is enabled (for texting), or the customer's email address is filled in (for emailing).
4. Confirm the phone number or email address and tap SEND. See "Contactless Agreements: Remote Signatures" for more information.

If Signature Capture is available for your location, you can capture a signature electronically, on the device.

This feature can only be configured by TSD. Contact TSD Support at support@tsdweb.com for more information. TSD DEALER's Easy Customer Signature feature is the fastest and most efficient way to collect an electronic or contactless signature. With Easy Signature, customers only need to tap a single toggle and sign once to acknowledge all terms and conditions of the agreement. See "Collect an Easy Customer Signature" for the process.

1. On the Request Signature prompt, tap Complete in TSD DEALER.
2. Select an agreement form.
3. On the Signing Method prompt, select Digitally Sign as the signature method and do the following:

1. On the agreement form, request a digital signature or acknowledgment (if applicable) from the customer in each required signing area.

   Note: Abandoning the digital signature capture process (by tapping CANCEL) displays the following message: "You are attempting to leave the agreement signature, any captured signatures will not be saved. Do you want to continue?" Click Yes to proceed without saving the signature or NO to remain on the signature form screen.

   • If your form is set up with signature check boxes, tapping or adds a check mark () in place of a signature. The acknowledgment is displayed on the email and printed versions of the form.
   • If your form requires the customer to sign on-screen, tapping or displays an enlarged signature box with ACCEPT  and CLEAR buttons.
   • If an additional driver is present on the agreement, a signature area is available for the driver to sign.

2. When all required fields are signed or acknowledged, tap OPEN AND PRINT to save the signed agreement form and open a PDF to print.
4. Confirm the phone number or email address and tap SEND. See "Contactless Agreements: Remote Signatures" for more information.
5. If your location uses automatic texts or emails, a copy of the signed agreement form is texted or emailed to the customer, as applicable.

This feature must be turned on by TSD Support. Contact TSD Support at support@tsdweb.com for more information.

For locations with the Easy Customer Signature feature, you can implement an even faster and more efficient electronic signature process. Customers only have to tap a single toggle and sign once to acknowledge all terms and conditions of the agreement.

1. On the Request Signature prompt, tap Complete in TSD DEALER.
2. Select an agreement form.
3. On the Signing Method prompt, select Digitally Sign as the signature method.
4. The Sign Agreement screen contains a single acceptance toggle is available to acknowledge all terms and conditions of the agreement, and, if selected, a box to provide a signature. (The following text is present above the signature box: "By signing below, I am acknowledging that I have read and agree to all of the terms outlined in the dealership's vehicle use agreement." (The "dealership's vehicle use agreement" portion is a direct link to the agreement PDF.)

Note: Depending on your manufacturer’s settings, an additional optional clause toggle may be available (e.g., to have the customer opt in to receive marketing materials).

5. Once the customer provides a signature, tap Save to save the signed agreement, or Save & Print to save and open the PDF. Options are also available go back to return to the previous screen, and Clear to clear the signature, if needed.
6. Once saved:

• The captured signature is placed on all designated signature and initial areas, and any field on the agreement form designated as a check box will automatically be selected.
• If your location uses automatic texting or emailing, a copy of the signed agreement form is texted or emailed to the customer, as long as the customer has opted to receive texts or emails, respectively. See "Automatic Texting and Emailing on Appointments & Agreements" for more information.
• The signed agreement form PDF is saved the agreement and available in the Agreement Files section of the agreement for emailing, printing, and downloading.

A partner integration and setup by TSD is required before using a third party driver app component of the Delivery and Collection integration. Contact your TSD Sales Representative at sales@tsdweb.com for more information.

If your location is using Delivery and Collection feature with a third party driver app component, you can send the agreement form to your provider's app to obtain a customer signature. See "Delivery & Collection (Mobile App)" for more information.

1. If opening or viewing the agreement, make sure Delivery and Collection is enabled () and verify the following information, as applicable:
• Delivery address. You can select the Home Address check box to use the customer's address from the appointment.
• Collection address. You can select the Home Address check box to use the customer's address from the appointment, or the Delivery Address check box to use the same address as the Delivery Address.
• Collection date and time, if necessary, when the assigned unit will be collected from the customer.
2. After selecting an agreement form, instead of collecting a signature to complete the open agreement process, click SEND DELIVERY AGREEMENT to send the agreement form (in the form of a PDF or a contactless URL, depending on your provider) to your provider's app to obtain a customer signature. The agreement's status is set to Incomplete.
3. The provider processes the received agreement information and obtains a customer signature. The provider may update the fuel and mileage of the assigned unit, as necessary.
4. The provider sends TSD DEALER the signed agreement form PDF, which is attached to the agreement. The following occurs:
• The agreement's status changes from Incomplete to Open.
• The agreement's Checkout Date is updated to the date and time the agreement form was received from your provider, and the Miles Out and Fuel Level Out are updated, if applicable.
• The received signed agreement event is logged in the agreement's History. See "Unit History (Event Logging)" for a list of events logged in a record's history.

1. On the Request Signature prompt, tap Complete in TSD DEALER.
2. Select an agreement form.
3. On the Signing Method prompt, select Print & Manually Sign.
4. A PDF opens for you to print, so you can capture the customer's signature on a hard copy.
5. If your location uses automatic texts or emails, a copy of the unsigned agreement form is texted or emailed to the customer, as applicable.