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Rental forms

Build forms to ask for extra data when renting (license, measurements, mileage), associate them with your products and see the answers on each rental.

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Dynamic forms let you ask for extra information when creating a rental, depending on what is being rented: the mileage and license for a vehicle, the measurements for a suit, the shoe size for sports equipment. The answers are saved on the rental.

How it works

  1. You have a form template, with its sections and fields.
  2. You associate it with a product.
  3. When a rental includes that product, Leaxio asks you to fill in the form before confirming it.
  4. The answers are saved on the rental and you can see them in its detail.

Ready-to-use templates

Go to Settings → Forms. The screen has two lists:

  • System Templates: ready-made forms you can use as a starting point: Vehículos, Ropa Formal and Equipo Deportivo. Each has four sections. They are not edited directly: tap Clone to make your own copy and customize it.
  • My Templates: your organization's own. For each one you can Edit, Duplicate or Delete.

To start from scratch, tap New Template.

Create or edit a template

The builder opens when you create or edit a template.

  1. Under General Settings, type the Form Name (for example, "Vehicle Inspection") and, if you want, a description.
  2. Tap Add New Section to group fields: "Driver details", "Equipment condition", etc. Each template needs at least one section.
  3. Inside a section, tap Add Field and configure it.
  4. Drag and drop sections and fields to reorder them.
  5. Tap Preview to see how it will be filled in, step by step, just as the person creating the rental will see it.
  6. Tap Save Form.

Field types

TypeWhat it is for
Short TextBrief answers: name, license plate.
Long TextNotes or descriptions.
NumberMileage, measurements, quantities.
EmailAn email address.
PhoneA contact number.
DateDates, such as a license expiration.
Single SelectChoose one option from a list.
Radio ButtonsChoose one option while seeing all of them.
CheckboxesCheck one or several options.
File / ImageUpload a photo or a document.

Configure each field

When you add or edit a field, a window opens with three tabs:

  • General: the Label the person filling in the form will see, the Field Type, the Identifier (ID) the answer is saved under, a Placeholder, a Help Text and whether it is a Required Field (they cannot continue without filling it in).
  • Validation: limits depending on the type, such as Minimum Length and Maximum Length for text, or Minimum Value and Maximum Value for numbers.
  • Options: for select, radio and checkbox fields, the available options. Each one has what is shown (Label) and what is saved (Value). Add more with Add Option.

Associate the form with a product

  1. Open the product and, under Advanced options, find Dynamic Form (Optional).
  2. Choose a form from System Templates or My Templates. No form removes it.
  3. Save the product.

From then on, every rental that includes the product will ask for the form. A given form is requested only once per rental, even if several products use it.

From a category

A category can also have an associated form (chosen when creating or editing the category). When you create a new product in that category, Leaxio suggests that form on the product and you can change or remove it. It is a starting point: what counts for requesting the form on a rental is the form the product has. If you change the category's form later, products that already exist are not modified.

Fill it in when creating a rental

If the rental includes at least one product with a form, the New rental flow adds an intermediate step:

  1. Build the rental as usual (customer, dates, products) and tap Continue to forms.
  2. Under Forms, each required form appears, showing which products it applies to. Fill it in and save it.
  3. When all of them are complete, move on to the review and confirm.

You cannot move to the review without completing all the required forms; if one is missing, Leaxio lets you know.

See the answers

In the rental detail, the Additional Information section shows each form with its answers and the date it was completed. If an answer was corrected, the Change History shows the previous value and the new one.

Good practices

  • Ask only for what you need. Every required field makes the rental longer; use required fields for what you truly need (license, mileage) and leave the rest optional.
  • Use one template per type of product, not one huge one for everything.
  • Try the preview before associating it with a product.
  • If you need to keep a photo of the equipment's condition when it goes out, use a File / Image field.

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