A handover checklist for vehicles and equipment. On the booking, not on a clipboard.
Dispoly asks at pickup and return for whatever you define: odometer or operating hours, fuel level, damage, accessories. Every entry sits on the booking, with name and time. Recording happens in the browser, on a phone too: members right on the booking, guests through the link in their booking email.
No contract. No setup fees. Free 30-day trial.
Everyday life with a paper handover form
The form lives in the glove box
It gets filled in when someone remembers. It rarely gets filed, and nobody looks for it until the scratch is already there.
Who had it last?
The plate compactor comes back with an empty tank, the projector without its cable. When that happened, and with whom, is written down nowhere.
Readings get chased by email
"What was the odometer reading?" goes round by email or messenger at month end. Someone types the answers into Excel, transposed digits and gaps included.
The Solution
How pickup and return work in Dispoly
Your own fields per resource
For each vehicle, device, or room, you decide what gets asked: text, number, select, or counter, at pickup, at return, or both, optional or required. Start from the "Driver logbook" or "Operating hours" template, or use "Copy from resource".
Counters that carry over
Odometer, operating hours, electricity or water meter, or a custom counter with its own unit. The last reading is prefilled at pickup, and the return shows the difference as you type, for example +55 km. A reading below the previous one is never blocked; it only has to be confirmed.
Guests record through a link
Anyone who books through a public booking page without an account finds the link in the confirmation email, the approval email, and the reminder 24 hours before the start. Recording happens in the browser, with no app and no login. The link works until 90 days after the booking ends.
A reminder when the return is missing
When a resource is set to "Remind", missing pickups and returns are flagged and listed in the "Handovers" tab. If the return is still missing two hours after the booking ends, the person who booked gets an email. With "Enforce", the resource's contact person also gets an email when the return is still missing after three days.
A logbook per resource
For each month the logbook shows, per counter, the reading at month end and the difference within the month, plus the number of returns. Below that sits every entry with its name and markers such as "Corrected", "Late entry", "Via link", or "Via QR code". When a counter moves between two bookings, the logbook shows that difference as "without booking". Entries without a booking, such as those from the QR sign, appear as rows of their own.
Export to CSV or Excel
Per resource or for all, per month: one row per booking with pickup, return, and difference for each counter, plus a driver column and rows for entries without a booking. Numbers stay numbers, so spreadsheets can calculate with them. The reservations export also shows whether the logbook is complete.
Read more: Vehicle logbook for pool cars · Mileage & meter readings · Fleets & pool vehicles
No add-on, no second form
Pickup & return is part of every plan, Starter included, at no extra fee. Who booked, who picked up, and what was entered at return all sit in one place. There is no app to install, and nothing gets fitted to the vehicle or device.
From paper form to a record on the booking
Setup happens per resource, on its detail page in the "Pickup & return" section. There is no setting for whole categories, but "Copy from resource" carries a finished setup over to the next resource.
Pick a template or start empty
The "Driver logbook" template comes with odometer, driver, purpose, fuel level, "Refueled?", and "Damage / remarks". "Operating hours" is meant for generators, pumps, and machines: an hour meter plus damage. In both templates the counter is required and everything else is optional, and enforcement starts on "Remind". You can change all of it afterwards.
Match the fields to your paper form
Walk through your current handover form line by line: whatever is a number becomes a number or counter field, whatever was a tick box becomes a select, the rest is text. There is no field type for signatures or photos. For each field you decide whether it is asked at pickup, at return, or both, and whether it is required. You can have up to 20 fields per resource, up to 8 of them counters.
Set the enforcement level
"Optional" means buttons and logbook only, nobody gets reminded. "Remind" flags and lists missing entries and emails the person who booked two hours after the booking ends if the return is missing. "Enforce" also notifies the resource's contact person when the return is still missing after three days. No level blocks further bookings.
Enter the starting reading, print the sign
Type in the current reading when you create the counter, so the very first difference is right. If you like, also print the QR sign as an A4 PDF and put it on the vehicle or device. Whoever scans it records the pickup or return that is due, without a login; the page shows only the booking's time window, not who booked. For callouts, workshop trips, or corrections it offers "Without booking".
One week, four handovers
A municipality: a van and a mini excavator at the public works depot, the community hall for hire, a PA speaker lent to local clubs. None of these handovers needs a paper form, and nobody collects slips afterwards.
Monday, 07:10
A depot worker picks up the van her foreman booked. She taps "Pickup" on the booking, and the odometer is already prefilled with the last reading. She enters herself as the driver, sets the fuel level to ½, and saves. The logbook shows her foreman's booking with "recorded by" and her name.
Wednesday, 16:30
The mini excavator comes back from the site. The return form shows the hour meter reading from pickup, and the difference appears while typing: +6 h. The "Damage / remarks" field gets one sentence about the crack in the rubber track.
Saturday, 10:00
A family booked the community hall for a party through the public booking page, without an account. Using the link from the confirmation email they enter the electricity meter at pickup, and again on Sunday at return. The difference in kWh then shows in the hall's logbook.
The following Monday, 08:00
The "Handovers" tab lists the PA speaker a club booked for the weekend under "Overdue": picked up, but no return recorded. The speaker is set to "Remind", so the club already got an email two hours after the booking ended. The office follows up with "Remind now". At month end the logbook goes to the finance department as an Excel file.
What gets raised first
A handover record needs a signature.
If you need a signed document, for example when assigning a company car to one person or renting to third parties against a deposit, paper or an e-signature tool remains the right choice. Dispoly captures no signatures and no photos. It records who entered which reading and which condition, and when. For a pool car or a shared machine, that is often exactly the part that is missing.
Nobody has time for a form at handover.
That is why it is not a second form but a button on the booking, in the browser on a phone. At pickup the counter is prefilled, only what you mark as required is required, and any member can record, even if someone else made the booking. With "Remind", whatever is missing shows up in the "Handovers" tab, and a missing return triggers an email. To be straight about it: there is exactly one automatic reminder to the person who booked, and nobody gets blocked.
We already have a Word or Excel template for this.
The template settles what gets asked. It does not tell you whether it was filled in, which booking it belongs to, or where the file or the printout ended up. In Dispoly the entry is created on the booking, with name and time, and the counter carries over from one booking to the next. You still get Excel: as an export, one row per booking.