Photos, Documents & Signatures

GolfCartOps handles a variety of files throughout the rental process -- from marketing photos on your booking page to legally important rental agreements and damage documentation.

Fleet Photos

Upload photos of your carts to make your booking page appealing to customers.

• Where to upload: Fleet > select a cart > Photos tab
• Supported formats: JPEG, PNG, and WebP
• Size limit: 10 MB per image
• Visibility: Public -- these appear on your booking page

Tips for great fleet photos:

• Photograph carts from a 3/4 angle showing both the front and side
• Use consistent lighting and backgrounds across your fleet
• Include a photo of the interior showing seating and features
• Update photos seasonally if you add accessories like rain covers

Damage Documentation

When a cart comes back with damage, document it thoroughly for insurance and customer billing purposes.

• Where to upload: Bookings > select a booking > Damage Report
• Supported formats: JPEG and PNG
• Size limit: 20 MB per image (higher limit for detailed close-ups)
• Visibility: Private -- only visible to your staff

Document damage with photos from multiple angles. The damage report links the photos to the specific booking and customer, creating a clear paper trail.

Customer Documents

Store important customer files like driver licenses for verification.

• Where to upload: Customers > select a customer > Documents tab
• Supported formats: JPEG, PNG, and PDF
• Size limit: 5 MB per file
• Visibility: Private -- access requires staff-level permissions
• Access: Files are available through time-limited secure links that expire after 5 minutes

If you use the driver license OCR feature (Enterprise plan), the system can automatically extract the customer's name, license number, expiration date, and address from a photo of their license.

Rental Agreements

GolfCartOps generates rental agreements as PDF documents for each booking.

• Generated automatically when a booking reaches the check-out stage
• Format: PDF
• Size limit: 10 MB
• Visibility: Private -- accessible to staff and to the customer through their portal
• Organization: Filed by tenant, year, and month for easy retrieval

Rental agreements include the booking details, pricing breakdown, terms and conditions, and a signature field.

Signatures

Capture customer signatures digitally during check-out.

• How it works: The customer signs on a touch screen or mouse pad during the check-out process
• Format: PNG image
• Size limit: 1 MB
• Visibility: Private
• Storage: Linked to the booking and embedded in the rental agreement PDF

Digital signatures eliminate the need for paper forms and make it easy to retrieve signed agreements later.

File Security

All private files are stored securely:

• Private buckets require authentication -- files cannot be accessed via a guessable URL
• Access is controlled by your organization's permissions -- staff at one rental business cannot see another business's files
• Temporary signed URLs are generated when someone needs to view a private file, and they expire after 5 minutes
• Files are organized by your organization ID to ensure complete data isolation

Storage Organization

Files are organized automatically using this structure:

• Fleet photos: {your-organization}/{cart-id}/{filename}
• Damage photos: {your-organization}/{report-id}/{filename}
• Customer documents: {your-organization}/{customer-id}/{filename}
• Rental agreements: {your-organization}/{year}/{month}/{booking-id}.pdf
• Signatures: {your-organization}/{booking-id}/signature.png

You do not need to manage this structure -- GolfCartOps handles it automatically.

Tips

• Take damage photos immediately when a cart is returned, before the customer leaves
• Upload fleet photos from your best carts first -- they make the biggest impact on your booking page
• Encourage staff to photograph the cart's condition at both check-out and return for dispute resolution
• Customer documents (like licenses) are retained with the customer record, so you only need to scan them once