The agreement is the contract for this booking, generated from what the booking said at the moment it was made. Set up your rental agreement terms covers the terms text you write once; this covers the document on one booking, and it lives on the booking's Documents tab.
How it works before you touch anything
Agreements are versioned and append-only. Version 1 is generated when the booking is confirmed. Nothing is ever overwritten: a new version supersedes the old one, and every previous version keeps its file. The reference on each is AGR-…-v1, -v2 and so on, so "which version did they sign" always has an answer.
Most regeneration is automatic — up to pickup. While a booking is Confirmed, changing the dates, the vehicle, the pickup or return location, the rates or total, the bond or excess, the cover, the extras, or the additional-driver count generates a new version and emails the customer an updated agreement, with a plain-English list of what changed. You do not have to remember to do it after amending a booking.
It stops once the hire is on. Amending an active hire does not produce a new version by itself. A cover upgrade taken mid-hire goes through its own amendment flow; anything else you want reflected in the document is a manual Regenerate agreement, and that is the case where this action earns its place on the page.
One more version can appear without you asking: at pickup. When a pickup is completed, Glovebox checks that the agreement about to be signed actually names the booking's additional drivers. If a driver was added after the last version was generated — by you, or by the customer on their phone while you worked through the handover — it generates the version that names them and binds the counter signature to that. So you may see a fresh version on the Documents tab that nobody pressed Regenerate for. That is deliberate: the alternative is a signature on a contract that does not name someone who is about to drive the vehicle. The customer is not emailed about it — they are standing in front of you signing it.
Superseding kills the old signing link. A link is scoped to one version, so once a new version exists, the old link stops working. That is deliberate — nobody should be able to sign a superseded contract — but it does mean a customer who half-finished on Tuesday will need the new link.
Some bookings never get an agreement at all: cancelled bookings, imported historical bookings, and network relocation transfers, which carry their own transfer terms.
Resend signing link
The everyday one. Emails the customer the signing link again, and tells you which address it went to.
It only shows while the current version is unsigned, the customer has an email address, and the booking is not cancelled. If it is not there, check whether it is already signed before assuming something is broken.
Links expire after seven days by default, and they are freely re-issuable — resending as often as you need costs nothing and invalidates nothing.
Sign at the counter
Opens the customer's own signing page in a new tab, for a tablet or a screen you turn around at the desk. It covers the walk-up who never checked their email and the customer who says they will "do it later".
It is the customer's signature, not yours. Same page, same record — you are only providing the device. There is no separate operator countersignature, and no paper fallback needed. Shown while the current version is unsigned.
Regenerate agreement
Makes a new version from the booking's current state and emails it to the customer for re-signing. Available on Confirmed and on-hire bookings that were not imported.
Before pickup you rarely need it, because the automatic regeneration above covers the changes that matter. Reach for it when:
- the booking is already on hire and something changed that the document should say;
- something changed pre-pickup that the watched list does not cover;
- generation failed and you are recovering (below);
- the terms themselves changed and you want this booking on the new ones.
It is queued, not instant — the new version appears on the Documents tab a moment later. The previous version is kept, signature and all.
Download
Download agreement PDF gives you the current version; Download agreement version gives you a specific one from the version list. Where a signed copy exists, that is what you get, named with a -signed suffix so you can tell them apart at a glance.
A missing file is not a lost agreement. Every version stores the full snapshot of what went into it, and the download re-renders from that snapshot when the stored PDF has gone. The snapshot is the record; the PDF is a rendering of it.
Reset rental agreement acceptance
This is a different thing from everything above, and the name does not make that obvious.
It clears the customer's pre-arrival check-in: the acceptance they gave online, the particulars they entered, the cached PDF, and the check-in completion itself. The customer has to do pre-arrival check-in again from the start.
It does not touch the versioned agreements, their signatures, or the version history.
So use it when the customer needs to redo pre-arrival check-in — wrong licence details, a driver swap, something entered under the wrong name. Do not use it to "reset the agreement" in the sense of getting a fresh document: that is Regenerate agreement. It only appears when there is a pre-arrival acceptance to clear.
When generation failed
If a booking is badged as having no agreement, all the retries were exhausted and there is genuinely nothing generated. Regenerate agreement is the recovery — that is what the badge is telling you to do. You also get an operator alert email, and the failure is on the booking timeline.
The badge only appears when there is really no agreement, so if a booking shows one and the PDF is plainly sitting there, tell us rather than regenerating on a hunch — that combination used to happen and should not any more.
An email that did not send is not a generation failure. Where the document was created but the email bounced — a suppressed recipient, an unverified sender — the booking is not badged, because the agreement exists and is in the customer's portal. It goes on the timeline as an email failure instead. The fix there is the email address or your sending setup, not regenerating; regenerating just makes another version nobody receives.
If it did not work
- No signing-link action. The current version is already signed, or the customer has no email address, or the booking is cancelled.
- The customer says the link does not work. It has either expired (seven days) or been superseded by a newer version. Resend it — the new link is generated fresh.
- Regenerate is not there. The booking is not Confirmed or on hire, or it was imported. Imported bookings never get agreements.
- The customer signed but it still shows unsigned. Check which version they signed. If a change created a new version after they signed, the new one is unsigned and needs a signature — that is the system working, not a bug, and the earlier signed version is retained.
- "Agreement file is not available" on download. The version could not be re-rendered from its snapshot either. Regenerate.
Things worth knowing
- Never delete or hand-edit an agreement PDF. The whole design is that documents are immutable and reproducible from their snapshots. A version you have altered outside Glovebox proves nothing.
- Download links are short-lived — around half an hour — because they carry the signed contract. Download the file rather than passing the link around.
- Regenerating after the hire has started is legitimate, but think about what you are asking. A customer who has the vehicle is being asked to re-sign a changed contract; a phone call usually has to go with it.