How To Create A Vehicle Loan Car Form

How To Create A Vehicle Loan Car Form



If you have the Loan Vehicle role you will see the + icon in the grey action menu when on the 'Vehicle Registry' screen.  This allows you to create a Loan Vehicle Form.



Loan Vehicle Forms are able to be created directly from the Vehicle Registry with no need to first create a lead.  This enables dealerships to track where their vehicles are, even when there is no direct sales opportunity.

The process for creating a Loan Vehicle Form is very similar to that of loading a lead and Test Drive.  The first step is to load a customer against the Loan Vehicle Form in order to track where the vehicle is.  You can do this via several methods.

1.  Manually typing in your contact information
You can manually key in your customers information including their name, address and licence details.  If is important you capture this information accurately as it ensures you can always identify who had your vehicle at any time.  You can click on 'LOOKUP' under the address fields to complete a Google Address Lookup of your contacts address.



2.  Scan your customers Business Card or Drivers Licence
If you have the customers Business Card or Drivers Licence you can use the built in scanning functionality to scan one of these cards via the camera icon in the grey action menu.  This eliminates the need to manually type information into AutoPlayAuto.com, and ensures Drivers Licence information is captured accurately - key when loaning your vehicles out.  To find out more about Drivers Licence Scanning click HERE.



3.  Looking the customer up in your customer database
If you click on the 'LOOKUP' button under the customer info, you can run a search against existing customers in your database based on the info you have keyed in.   You do not have to enter ALL the customer info to search your database, but you can only search if you have at least one of First Name, Last Name and Company, and one of Phone, Mobile and Email.




To proceed to the next step click on the red 'ADD' button at the bottom of the screen.  As it is so important to maintain a clean and tidy database, if you have not already run a customer search AutoPlayAuto.com will automatically run one and let you know if their are similar customers already in the database, and if so provide an opportunity to update any details that may conflict with the info just captured.



IMPORTANT NOTE - At this point you have yet to create a Vehicle Loan Car Form.  If you leave the screen now you will not record anything.  To ensure you don't lose any customer info you must click 'SAVE' before leaving this screen.  Before you are able to save you must complete the mandatory fields.  The Vehicle Loan Car Form uses the same mandatory fields as when creating a lead, but you also must select the Type and a Listing - if you don't you will be alerted to the fact you are missing mandatory information.



To complete your Loan Vehicle Form you need to capture as much information as possible. 
  1. Select the Loan Vehicle Form you want to use when you print.  This field is compulsory, but will default to whatever you have set up for your yard, so is only relevant if you have alternate versions that you want to use.  Click HERE to find out more about Loan Car Form Templates
  2. Choose what Type of Loan Vehicle it is from 'Service', 'Employee', 'Sponsorship', 'Client', 'Supplier' or 'Press'
  3. Select A Listing via the 'SELECT' button.  This will show you all the listings you have rights to select in the Listings role, which can be searched via the keyword or Yard drop downs.  If you select a listing that is already booked out on another Test Drive or Loan Vehicle Form you will see a warning message letting you know this.

  1. Enter any Notes relevant to the Loan Vehicle Form
  2. Enter a Start Date/Time and End Date/Time using the date pickers.  The start date/time will default to the current time, with no set end date/time.  If you set an end time, if this time passes without the Loan Vehicle Form being completed it will generate a notification that your Loan Vehicle is overdue.
  3. Record an Odometer Out
  4. If you wish to automatically book the listing back into stock, you can do so by entering an end time in advance, and ticking the 'Auto Complete' check box  



  1. If there is going to be a Second Driver you can capture their details on the Loan Vehicle Form.  You can also capture a photo of their Drivers Licence and scan their details via the camera icon in the grey action menu, or within the 'Add/Edit Images' section.  Make sure to first click on '2nd Licence' to ensure you are adding to the second drivers details instead of the first.


  1. Before giving the loan vehicle to your customer you need to disclose your Loan Vehicle T&Cs and get them to sign (click HERE to find out how to manage your Loan Vehicle T&C's).  You can do this via the icon in the grey action menu, or by clicking on 'View & Sign' in the 'Options' section.  If you have different sets of T&C's for different purposes you can select these here as well.  Signing the T&C's will date stamp the signatures, and tick the 'Terms Accepted' check box.



  1. The final step before handing over the keys is to take photos of the vehicles condition before you have given it to the customer.  This is not compulsory, but can be helpful if any damage is incurred.  To do this click on the Check Out tab in the 'Add/Edit Images' section and select either the camera icon in the grey action menu, or the icon circled below within the 'Add/Edit Images' section.



Once you have saved your Loan Vehicle Form you will see a few new options available within the grey action menu. 
  1. Print - If your process requires you to physically print a Loan Vehicle Form you can do so using the printer icon
  2. Email - you can email the details captured on your Loan Vehicle Form to any email address using the email icon
  3. Delete - if you are a manager in the Loan Vehicle role you can delete your form via the MORE icon
  4. Audit - if you have the Audit role you can view a history of all the changes to this particular Loan Vehicle Form via the MORE icon


REMEMBER TO CHECK YOUR LOAN VEHICLE BACK IN WHEN IT IS RETURNED!!!
When a vehicle is out on loan, a small 'On Loan' banner will appear against this listing throughout the system to let all sales people know that the vehicle is not physically at the dealership.  To remove the banner you must check the vehicle back into stock.  Click HERE to find out more about completing Loan Vehicle Forms.

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