Vehicle Check-Out and Check-In

Vehicle custody records who has a vehicle and its condition at each handoff.

Use these definitions for both mechanical repair and Body Repair:

• Check out means that the shop physically picked up the vehicle.
• Check in means that the shop returned the vehicle to the DSP lot.

Body Repair records these events inside the repair request. Check Out records pickup by the shop; Check In records return to the DSP. Read the physical action before submitting. Earlier screenshots may use older labels. See Manage a Body Repair and What Changed.

Before You Pick Up a Vehicle

Have these items ready:

• The approved vehicle and repair work.
• The pickup date, time, and location.
• The DSP contact and access instructions.
• A phone or tablet that can take photos.
• Permission to use the device location when available.

Do not take a vehicle when the fleet number, plate, or description does not match the repair record.

Check the Shop Policy

Your shop uses one of these check-out policies:

• Mileage and photos: Record the mileage and pickup photos at once.
• Full inspection: Complete and submit the full vehicle inspection before check-out starts.

Nova Fora shows the policy in the check-out window. Wait for the policy to finish loading before you continue.

Check Out a Vehicle with Mileage and Photos

1. Open the vehicle or Work Order.
2. Select Check Out.
3. Confirm the fleet number, plate, and current mileage shown at the top.
4. Inspect all sides of the vehicle.
5. Check the windshield, lights, tires, body panels, and cargo area when accessible.
6. Enter the exact odometer reading.
7. Add at least one clear pickup photo.
8. Add more photos when they help show the vehicle condition.
9. Add notes about visible damage, missing items, parking, or access.
10. Allow device location if your organization permits it.
11. Review the mileage and photos.
12. Select Confirm Pickup or Confirm Checkout.

Expected result: The vehicle shows that it is checked out to the shop. The custody history shows the pickup mileage, photos, person, and time.

Check Out a Vehicle with a Full Inspection

1. Open the vehicle.
2. Select Check Out.
3. Confirm that the window says a full inspection is required.
4. Enter the mileage and add required photos if Nova Fora asks for them.
5. Select Start Full Inspection or Check Out and Inspect.
6. Complete every required inspection item.
7. Record all defects that you find.
8. Add required photos and notes.
9. Review the inspection.
10. Submit the inspection.

Expected result: The submitted inspection starts the custody record. The vehicle shows that it is at the shop.

Do not leave the inspection as a draft after the shop takes the vehicle. Resume and submit it as soon as possible.

Take Useful Pickup Photos

• Use good light.
• Keep the full area in the frame.
• Add a close photo when damage needs detail.
• Include the plate or another visible vehicle feature when useful.
• Do not photograph people, documents, or personal items unless the task requires it.
• Check that each photo finishes uploading before you submit.

One failed photo does not remove photos that already uploaded. Retry or remove the failed photo.

Respond to a Mileage Warning

Nova Fora can warn you when the new mileage is lower or very different from the saved mileage.

1. Check that you have the correct vehicle.
2. Read the odometer again.
3. Correct a typing error.
4. Select the confirmation only when the lower reading is correct.
5. Submit the form again.

A confirmed lower pickup reading does not reduce the saved vehicle mileage.

Review Current Custody

1. Open the vehicle.
2. Find the custody or check-in/out section.
3. Review the current shop and pickup time.
4. Review the pickup mileage, notes, and photos.
5. Contact the recorded person if information is missing.

The vehicle location can show the current shop while custody is open.

Prepare to Return a Vehicle

Before return:

1. Confirm that the approved work is complete.
2. Confirm that required completion photos and notes are present.
3. Confirm that the vehicle is safe to return.
4. Remove shop tools and materials.
5. Confirm that the keys and customer items are present.
6. Agree on the return time, place, and contact.

Check In a Returned Vehicle

1. Open the vehicle or Work Order.
2. Select Check In.
3. Confirm that you have the correct vehicle.
4. Inspect the vehicle at the return location.
5. Enter the exact return mileage.
6. Add at least one clear return photo when required.
7. Add notes about the completed work, new marks, parking place, or key handoff.
8. Allow device location if your organization permits it.
9. Review the mileage and photos.
10. Select Confirm Return or Check In Vehicle.

Expected result: The custody record closes. The vehicle shows that it was returned to the DSP.

The return mileage cannot be lower than the mileage recorded at pickup.

Confirm the Handoff with the DSP

1. Tell the DSP contact where the vehicle and keys are located.
2. Ask the contact to check the visible vehicle condition.
3. Record a disagreement before either person leaves.
4. Add a note or photo when the record needs clarification.
5. Confirm that the DSP can find the returned vehicle.

Review Custody History

1. Open the vehicle.
2. Open the check-in/out history.
3. Find the correct custody event by date.
4. Review the pickup and return mileage.
5. Open the pickup and return photo groups.
6. Review the people, times, notes, and locations.

Use the history to answer a handoff question. Do not edit or remove evidence from a completed event.

Solve Check-Out Problems

The check-out action is disabled

Wait for the shop policy to load. Confirm that the vehicle is not already checked out. Confirm that your job permits custody actions.

Nova Fora requires a photo

Add at least one photo and wait for the upload to finish.

The full inspection does not start custody

Open the saved inspection. Complete every required item and submit it.

The vehicle is already checked out

Review the active custody record. Do not create a second pickup. Contact the person shown in the record.

Solve Check-In Problems

Nova Fora rejects the return mileage

Compare the return reading with the pickup reading. Correct the value. Contact support if both readings are correct and the form still fails.

A return photo will not upload

Keep the check-in window open. Retry the photo or use another clear photo. Submit only after the required uploads finish.

The DSP disputes the condition

Do not delete photos or notes. Review both handoff photo groups with the DSP. Record the disagreement and contact a manager.

The check-in action is missing

Confirm that a custody event is open for this vehicle and shop. Confirm that you opened the correct vehicle. Contact support if the active custody record exists but the action is not available.