Automated pre-rental document requests

Purpose

1.1. Automate collection of mandatory and optional pre-rental documents (pilot licenses, insurance, ID, flight logs) during aircraft booking to ensure compliance, reduce manual errors, accelerate reservation approvals, and enable seamless onboarding for clients and internal teams.
1.2. Integrate document requests with vetting, validity checks, and real-time storage, while notifying stakeholders and updating booking statuses.
1.3. Ensure document gathering is triggered by specific booking milestones and supports multi-channel communication for clients (email, SMS, chat).

Trigger Conditions

2.1. New reservation created on the booking system.
2.2. Rental request reaches pre-verification phase.
2.3. Payment deposit completed.
2.4. Change in reservation details requiring updated documentation (pilot, insurance, etc.).
2.5. System admin initiates manual document check.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: SMS API. Configure messaging flow to send document upload links when booking status = ‘pending documents’.
3.2. SendGrid
• Feature/Setting: Transactional email API. Set up template email for document requests triggered by ‘new booking’ event.
3.3. DocuSign
• Feature/Setting: eSignature API. Configure template document packets for e-signature and upload upon request.
3.4. Google Drive
• Feature/Setting: Drive API ‘Create File’ and ‘Share File’ to receive, store, and organize documents per reservation.
3.5. Dropbox
• Feature/Setting: File Request API. Generate a request link automatically and send to the customer.
3.6. Microsoft Outlook
• Feature/Setting: Automated email via Graph API, with upload link and file reminders.
3.7. Slack
• Feature/Setting: Scheduled message via Slack API to staff and clients prompting for document upload in dedicated channel.
3.8. Salesforce
• Feature/Setting: Flows with Salesforce REST API trigger task creation and automated client notifications.
3.9. HubSpot
• Feature/Setting: Workflow automation to send reminders and collect uploaded documents via CRM properties.
3.10. Monday.com
• Feature/Setting: Automations for item status change to ‘Docs Needed’ to send email/upload link.
3.11. Zoho CRM
• Feature/Setting: Workflow rules to trigger email with secure document upload URL on deal stage change.
3.12. AirTable
• Feature/Setting: Automation to generate unique document request forms and track submission status.
3.13. Typeform
• Feature/Setting: Pre-filled form link generation on booking confirmation for document submission.
3.14. Jotform
• Feature/Setting: API for creating pre-configured document upload forms linked to reservation ID.
3.15. PandaDoc
• Feature/Setting: Document request workflow with client input fields and file upload, triggered when record updated.
3.16. Intercom
• Feature/Setting: Automated chat message with secure upload link when user contacts support regarding a rental.
3.17. Zendesk
• Feature/Setting: Trigger message requesting documents and attach upload instructions when ticket tagged ‘aircraft booking’.
3.18. Notion
• Feature/Setting: Integration API to update a document checklist database based on booking workflow.
3.19. ClickUp
• Feature/Setting: Automation to assign a pre-rental docs task and notify responsible parties.
3.20. WhatsApp Business API
• Feature/Setting: Automate document request message and download instructions based on booking status changes.

Benefits

4.1. Eliminates manual document tracking; ensures compliance and reduces risk of unverified rentals.
4.2. Accelerates approval process and enhances client experience with multi-channel reminders.
4.3. Centralizes document storage and audit trails; reduces staff time spent on follow-ups.
4.4. Enables real-time status visibility for clients and staff for every reservation.
4.5. Ensures every necessary pre-rental document is requested, submitted, and validated without process gaps.