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Storing Images and Documents against a Reservation

Reference Number: AA-01198 Views: 26 Created: 2019-10-10 14:20 Last Updated: 2019-10-11 12:09 0 Rating/ Voters

You can upload images (photos) and PDF documents against a Reservation.  Uploads could be from your file system, or from a camera if you are running it from a device capable of capturing photos.

There is no extra cost for this service, and there are no restrictions on the number of files you can upload.

Important information about image/document retention:

Uploaded images and documents will be stored according to the following rules:

  • Images linked to a reservation will be stored for 3 months after the return date
  • Images not linked to a reservation (e.g. linked to a vehicle or customer) will be stored for 6 months after their upload date.
  • Images may be marked for longer retention if they are important, for example if you require an image to settle an ongoing dispute. If this is the case, we strongly recommend that you also take a back up copy of the image by saving it to local storage.

How to upload an image against a Reservation

You can do so from the View Reservation screen for both allocated and unallocated bookings, by clicking the "Images/Uploads" button in the Documents column at the bottom of the page:


This will take you to a new screen.  From here you can View existing uploaded images (shown with sample image at "B" below), and also upload new images (Click "A" below):


Clicking New Image/Document ("A" above), will open a section that allows you to optionally put in a description of the file (see "A" below).  Click the "Upload" button ("B" below) and you will be asked to select the file.


The next page will ask you to choose a file.  If your device has a camera, you can choose the option to take a picture.  You may alternatively either browse to an existing file, or drag and drop a file from your file system.


Technical Info

Supported file types are JPEG, JPG, PNG, GIF and PDF.

The images are stored with a third party (www.cloudinary.com) using an authenticated, signed process.  We have put in security measures so that the images are ONLY viewable when a user is logged in to Rental Car Manager.  The link to the image that is produced in RCM will expire 10 minutes after the page is loaded, although your browser will likely cache the image for longer than that.  

Note that we do scale down larger images prior to upload, so they won't be stored or displayed as high-res 

We have also added the ability to record images through our reservations API, for example you could ask for your driver to take a photo of his/her licence during an online check in process.  Please ask us for more information about this.