Completing a handover from the app
📝 Beta article — this article is part of our new help center. If a step doesn’t match what you see in Movcar, let us know — we’re refining the content daily.
Two scenarios where you’ll complete a handover from the app:
- Full handover — you’re handing the vehicle to another named driver. Both of you sign on the phone screen.
- Drop-off / pick-up — you’re leaving the vehicle at a depot, or collecting one waiting for you, with no second party present.
The app captures everything the fleet office needs: photos, odometer, damage assessment, equipment checklist, signatures. The output is a signed PDF protocol that lands in the admin instantly.
When to use which
| Situation | Use |
|---|---|
| Passing the vehicle to another driver on a shared route | Full handover |
| Vehicle assignment changes (new long-term driver) | Full handover |
| Returning the vehicle to your company’s depot at end of shift | Drop-off |
| Picking up a vehicle from a depot at start of shift | Pick-up |
| Anything where there’s no second person to sign | Drop-off / Pick-up |
Step 1 — Open the Handover tab
Bottom tab bar → 🤝 Handover. The screen shows two options: New handover and Drop-off / Pick-up.
Step 2 — Pick the type
Tap the one that matches your situation.
Step 3 — Confirm vehicle
The app shows the vehicle you’re currently paired to. If wrong, tap to switch vehicles (you’ll need to unpair and re-pair).
Step 4 — Fill in the form
The fields are the same for both types, except full handover requires a receiving driver.
| Field | What to enter |
|---|---|
| Receiving driver (full only) | The driver you’re handing over to. Pick from the dropdown of fleet drivers, or enter manually. |
| Date / time | Defaults to now. |
| Odometer reading | Current mileage from the dashboard. |
| Fuel level | Tap the segment showing roughly how full the tank is (e.g. 75%). |
| Cleanliness — Outside | Clean / Dirty. |
| Cleanliness — Inside | Clean / Dirty. |
| Damage? | Yes / No. If Yes, describe and photograph. |
| Vehicle equipment | Tick all items present: warning triangle, fire extinguisher, fuel card, keys, spare wheel, dashcam, etc. |
| Notes | Anything else worth recording. |
Step 5 — Take photos
The app requires at least one photo. Recommended:
- Front, sides, rear of the vehicle (4 photos).
- Odometer close-up.
- Fuel gauge close-up.
- Interior shot.
- Any visible damage, multiple angles.
The more photos, the easier disputes are later. 6–10 is typical.
Step 6 — Sign
Full handover — both drivers sign:
- You sign first on the phone screen with your finger.
- Hand the phone to the receiving driver.
- They sign in the second box.
- Both signatures must be present before the app lets you continue.
Drop-off / Pick-up — only you sign.
Step 7 — Submit
Tap Generate protocol. The app produces the signed PDF and uploads it.
You’ll see a confirmation screen with the protocol number (e.g. MOV-2026-0123). The protocol is now in the fleet office’s admin.
What happens next
Within seconds:
- The handover appears in My Fleet → Vehicle Handovers in the admin, in the right tab (Handovers / Drop-off / Pick-up).
- Both drivers receive a copy of the PDF by email (if email is on file).
- The signing drivers’ app records the protocol under their handover history.
Working offline
The handover form works offline. The PDF is generated locally on the phone, and the upload happens when you regain signal. The receiving driver still signs on the phone in person — that part doesn’t need internet.
Common mistakes
| Mistake | Fix |
|---|---|
| Wrong vehicle paired before the handover | Unpair, re-pair to the right vehicle, then re-do the handover. |
| Receiving driver not in the dropdown | They’re not in the fleet’s Drivers list. Fleet manager needs to add them, then retry. |
| Damage discovered after both signatures | Don’t try to redo — message the fleet office instead, attach photos. They’ll annotate the record. |
| Both parties signed but the wrong driver was named as receiver | Same — ask fleet office to fix, can’t be done in the app. |
What’s next?
- How to view a handover protocol — finding the signed PDF later.
- A tour of the driver app — other features.
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