Get ready for your adventure! When you meet your Host for the key exchange, the process is now super simple and happens right in your Outdoorsy Guest app.
The great news? The app's key exchange is now 100% digitized, meaning it handles all the required documentation. This ensures your trip records are secure and protects you from any potential disputes or unwarranted claims after your return—no more paper forms!
Not just that, since the app now supports flexibility, you can now initiate the completion of your rental contract as soon as you get your booking confirmed. This means that you do not have to wait for Hosts to initiate the key exchange process before you can sign the contract, so you can get one less thing to worry about for your upcoming trip!
Use this checklist as your guide for a successful, fully digital key exchange.
Part 1: Departure Day Checklist
Before you hit the road, you'll complete these essential steps in the app with your Host. These steps finalize your rental agreement and document the RV’s condition to protect you.
1. Sign Your Rental Contract (Digitally!)
This step officially starts your trip!
- Flexibility Note: You don't have to wait until the moment of key exchange! You can sign your rental contract at any time after your booking is confirmed—up until the actual departure.
- Head over to the Trip details page in your booking.
- Tap on the Sign rental contract option.
- Review the terms and provide your digital signature. This action completes the rental contract digitally and is your acknowledgement:
"I have read and agreed to the terms and conditions of this rental agreement and thereby give my consent to the agreement and acknowledge by signing I am the designated primary driver and take responsibility for any damage or incidents occurring during the rental period. I understand that only verified drivers are allowed to operate the vehicle."
2. Your Claims-Compliant Photo Session
This is the most important step for protecting yourself. You and the Host will use the in-app camera to document the RV's condition before you leave.
- Tap Upload pre-trip photos (or head to the Photos tab).
Tap the Take photos button to use the in-app camera. The app uses this specialized camera to ensure the photos are 100% trustworthy because it automatically records a non-editable timestamp and GPS location.
Low Signal? Photos are saved locally (offline) if you lose connectivity and will upload once you have service again.
- For each picture, tap the Edit photo icon. You can add a caption, declare if the photo includes damage, and select if the photo is of the RV Interior / Exterior. This detailed documentation is crucial for protecting you.
Part 2: Return Day Checklist
When your RV adventure is complete, you’ll perform the final inspection and sign-off.
1. Quick Inspection and Damage Declaration
- Manually inspect the RV with your Host.
In the app, navigate to the Photos tab.
You will first be asked a simple question: Did any damage occur on the trip? (Yes or No)
Next, both you and the Host must take and upload the mandatory post-trip photos documenting the RV's return condition.
If damage occurred, ensure you use the Edit photo option to clearly note the specific issues and damage in the photo captions.
2. Final Sign-Off
The final step is to close the rental and confirm the documentation.
After completing the post-trip photos, proceed with leaving your digital signature.
Both you and the Host must sign off, regardless of whether damage was reported. This final signature officially closes the rental, validates your photo submission, and is required for any damage or insurance claims and to ensure you remain covered by Outdoorsy insurance.
Why These Digital Steps Matter (Protecting You)
Using the app for key exchange is essential because it makes your documentation verifiable and reliable:
- Trustworthy Data: Every photo and signature captured via the app automatically records a non-editable timestamp, date, and location, creating certified data.
- Protection: By completing all steps in the app, you ensure your documentation is complete and verified, which protects you from unwarranted claims or disputes over the RV's condition upon return.
- Flexibility: You are no longer tied to a strict timeline or internet connection! You can sign your rental contract at your convenience right after booking, and the entire photo process works fully offline, saving your data until you reconnect to a reliable network.
Things to Remember About the Digital Sign-Off Requirements
- Completion: Both you and the Host must complete the digital sign-off within the Outdoorsy app.
- Compliance: This digital sign-off officially closes the rental agreement. Compliance is important to ensure you remain covered and protected by Outdoorsy insurance.
Do you still have questions?
In case you still have questions, you may refer to the FAQs and Answers table below to see answers to questions you may still have.
Questions | Answers |
|---|---|
Why is this process mandatory now? | "This new process is mandatory starting February 1, 2026, to ensure all evidence for insurance claims is 100% trustworthy. The in-app process verifies all photos and signatures with non-editable metadata, protecting both you (the Guest) and the Host from inaccurate or fraudulent claims. " |
What happens if I forget to do the key exchange steps? | "For you, completing the steps protects you from being held liable for pre-existing damage. The app will clearly advise you which steps are still required. " |
I'm in an area with no Wi-Fi/cell service. Will I lose my photos and data? | "Not anymore! This new process is built to work fully offline. The entire key exchange, including photo capture, saves all your data securely on your phone. You can upload everything later when you reconnect to a reliable internet source. " |
Why can't I upload photos from my phone's photo library anymore? | "To ensure 100% trustworthy data, the app must capture the date, time, and location automatically. Allowing library uploads meant timestamps and locations could be easily manipulated. This change makes the data secure and trustworthy for everyone." |
How do I know if I've completed all the required steps? | "The new in-app experience is much clearer. You can finish steps whenever you're ready, at your own pace. It now lets you complete steps at your convenience with the app highlighting what's required." |
When is the deadline for submitting the photos? | "We have removed the old 24-hour/48-hour upload deadlines. Photos are now based on the timestamp they were taken, not a strict upload deadline. You can upload them anytime via the Photos Tab." |
Can I save a copy of the photos for my records? | "Yes. We've added a setting to store watermarked images to your phone's photo library if you'd like. Tap the gear icon in the toolbar of the Photos view to enable this feature." |
| Who can complete the key exchange steps on the Guest's side? | "Only the registered Guest can sign the rental contract. But any verified driver on the booking can upload photos and complete the departure and return portions of the key exchange." |