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Picking up a caravan from storage: contract and handover

3 min readUpdated on

When a customer takes their caravan away, the storage contract does not end by itself. The space may still be reserved for their return. So work with three separate facts: the contract, the physical presence and the agreed pick-up time. That way every colleague can make a correct appointment. This is part of the Storage panel (+ Business panel, €40 per panel per month). See the panels.

Start with the contract, space and vehicle

Open the storage record and check the customer, the vehicle and the physical space. Measure the real dimensions; don’t rely on an estimate because the space looks roughly right. Record the period, the terms and the reference to the customer’s agreement before you activate the contract.

A draft does not reserve any capacity yet. An activated contract holds the space, even while the vehicle is temporarily with the customer. The storage route shows the full order; storage management explains the difference between spaces and presence.

Check the arrival

Compare the vehicle that arrived with the record. Check identity, dimensions, condition and keys and save a clear note on the condition. Record the actual arrival once the check is correct. Use a reference you can find later, without collecting personal data in an unnecessarily long free-text field.

Confirmed presence affects availability. That still applies once the end date has passed. A date alone does not prove that a vehicle has been collected.

Plan a realistic pick-up slot

In the record of a vehicle that is present, choose Ophaalmoment plannen (Plan the pickup). Use a future slot of 15 to 120 minutes within the contract period. The app checks the number of pick-ups at the same time against the capacity you set. Does the pick-up fall outside the contract? First record an extension with the right agreement.

Tell the customer the agreed time slot and what to bring. A message draft first appears under Klantupdates (Messages to customers). Check the recipient and the appointment before you allow sending. The preparation can then be opened from Vandaag (Today).

Getting ready is not yet handing over

When preparing, tick off the keys, route and condition. Only then is the vehicle ready for pick-up. At the actual handover you check the customer, the vehicle and the keys again and record the handover reference.

The status Bij de klant (With the customer) changes the presence. The active contract still reserves the space. Record the return with a new arrival check. If the customer wants to stop for good, handle the handover and the closing deliberately.

A space that looks empty
FactConsequence
Vehicle temporarily handed overNot present; contract claim remains
Vehicle still present after end dateCapacity stays blocked
Contract closed correctlyContract claim ends

Resolve exceptions in the current record

If the vehicle is still present after the contract ends, an attention point appears. Extend with an agreement, or first arrange the actual handover and then the closing. Don’t delete the record just to be able to schedule a new customer.

If someone changed the record at the same time, read the latest version and choose the right step again. An occupied space or a full pick-up slot needs a different appointment, not a second registration of the same space. Start with one real handover and note where your colleague still needed an explanation.

Frequently asked

Another question?

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The contract keeps reserving the space. A handover only changes where the vehicle actually is.

First record the actual handover. Presence cannot be clicked away by only closing the contract.

The route records appointments and handovers. Operating a barrier or gate needs a separate, tested hardware connection.

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Walk through your first route with your own business.

Start at Aan de slag (Get started). The work order exercise uses recognisable practice data and sends no customer email. Then add one real job or business record.

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