• 90-Day Inspection Form:
    All vehicles must have a 90-day inspection form completed every 90 days. This form is required for both Outdoorsy and Fireside (Wheelbase reservation) claims. A copy is available on the team page, and the Outdoorsy version can be found in the Wheelbase Help Center.

  • 聽Delivery Drivers need to complete our delivery driver contract and be verified in wheelbase on our delivery driver list.聽 This can be found in our towable forms.

  • Pre-Departure Forms:
    Franchise owners or staff must complete pre-departure forms within 24 hours before the reservation start time. Be sure to take comprehensive, time-stamped photos using apps like Time Mark. Photos taken with the Time Mark app will save directly to your camera roll with a time stamp, making it easy to upload to the team page or save to Google Drive. The time stamp is critical for claims.

  • Delivery Form:
    Drivers must complete this form after setting up the RV at the delivery location.

  • Departure Forms:
    Renters are required to complete and sign this form at the time of pick-up. If you’re not meeting the renter in person, send them the link to complete it before the reservation start date and ensure they acknowledge it.

  • Wheelbase Dashboard:
    Keep your Wheelbase dashboard updated. Always check reservations in and out on time.

  • Pick-Up/Return Form:
    Drivers responsible for RV pick-up must complete this form, ideally documenting any damage on-site. Maintaining a clear chain of custody is crucial.

  • Return Inspection Form:
    Complete the return inspection form within 48 hours of the RV鈥檚 return time as listed in the reservation.

  • Late Returns:
    If a renter cannot return the RV on time, use the chat feature in the Wheelbase Help Center to request an extension of the reservation. Always confirm return times with your renters.

  • File Claims:
    Submit any claims no later than 14 days after the reservation end date.

RVshare Documentation Requirements for Insurance Claims

All necessary forms can be found on the RVshare website or app within each reservation.

Reservations with Deliveries:聽 All drivers must be verified with RVSHARE before assigned to a run.聽 Email Fleetservice@rvshare.com with a driver’s license (front and back photo), an email, and cell number.聽 Then, when a driver is assigned to a pickup or a return, message fleet service that drivers name with the Rvshare reservation number.聽聽

Departure Form:

  • Timing: Must be completed within 24 hours prior to the reservation start date. An email reminder will be sent 24 hours before the reservation begins.

  • Requirements: Document and upload photos showing the pre-trip condition of the RV, including:

    • Starting fuel and waste tank levels.
    • Vin
    • Any pre-existing interior and exterior damage.
    • Clear photos of all four sides of the RV, the awning fully extended, and the roof.
    • Roof and underbelly
    • A full set of interior and exterior photos (refer to the recommended photo list on the Fireside Pre-Departure form on the team page for guidance).

  • Photo Tools: Using the TimeMark app will save photos to your camera roll with a timestamp, making it easy to upload them to RVshare.

Return Form:

  • Purpose: This form captures the RV鈥檚 post-trip condition and records overages or additional fees incurred during the rental. * cleaning, dump, late fee’s聽
  • Timing: The form becomes available on the reservation鈥檚 scheduled end date, and you will receive an alert. You have 72 hours from the reservation鈥檚 end to complete and submit the form. Failure to do so may result in being charged double the deductible from your payouts.

Reporting Missing Items or Damages:

  • Claims: File claims for damages or missing items through the Reservation Details section in your RVshare Dashboard. Claims can be submitted from the reservation start date and up to 48 hours after the end date.
  • Additional Support: Email Cathy at cathy@rvshare.com with the reservation number and mention Fireside if you need assistance with your claim.

Important Notes:

  • Photos and completed Departure and Return Forms are critical to ensure a smooth claims process. These forms provide proof of the RV鈥檚 condition before and after the rental.
  • Failure to complete these forms accurately and on time may result in delays or denial of your claim.
  • It is not necessary to use Fireside forms for RVshare reservations. Focus on taking thorough photos and completing RVshare forms promptly.

For more information, visit the RVshare Insurance Information page: RVshare Insurance Info

Here鈥檚 an updated MBA Insurance Reservation Documentation Requirements section with the additional details:

MBA Insurance Reservation Documentation Requirements

聽

Proper documentation is critical for filing claims with MBA Insurance. Follow these requirements to ensure a smooth claims process.

Collecting Renter Personal Insurance Information

While collecting personal insurance information from renters is not mandatory, it is highly recommended. This serves as both a vetting tool and a precautionary measure in case of accidents.

  • Vetting Eligibility: Obtaining personal insurance details can help assess the renter’s eligibility and provide additional peace of mind.
  • Liability Coverage: In the event of an accident where the renter is at fault, their personal insurance may cover some or all damages, including severe injuries.
  • Proactive Collection: It鈥檚 far easier to collect this information at the time of booking or check-in than to track it down after an incident has occurred.

Taking this extra step upfront can save significant time and effort in resolving claims or addressing liability issues.

From Ally:

Best practice is to 1) collect the renter鈥檚 personal insurance information on the tow vehicle (copy of the ID card) and 2) have their agent confirm in writing or have them provide documentation in writing that shows liability from the tow vehicle extends back to the trailer while it鈥檚 being towed.

We have the attached liability request form that can be used to gather information in this process.

If the renter cannot provide this coverage or the rental operation does not want to implement the process to verify coverage, the liability insurance can be purchased in some states through MBA at聽www.mbatrailer.com聽using the policy number and last 6 digits of the VIN (this product is not available in all states).

ally@mbainsurance.net

Pre-Departure Inspection

  • Timing: Complete within 24 hours prior to the reservation start time.
  • Requirements:
    • Record the RV鈥檚 pre-trip condition with photos of:
      • All four sides, the roof, tires, and the awning (fully extended).
      • Interior and exterior conditions, noting any pre-existing damage.
    • Document fuel levels, waste tank levels, and any other starting metrics.
    • Take pictures of driver’s license of each qualifying driver
    • Collect a copy of each driver’s personal auto policy COI
    • Use timestamping tools like the TimeMark app for photo evidence.
    • Submit all photos and inspection forms using the Fireside Team page.

Post-Trip/Return Inspection

  • Timing: Complete within 48 hours after the reservation ends.
  • Requirements:
    • Compare pre-trip and post-trip documentation to identify any new damages.
    • Record the RV鈥檚 fuel level, waste tank status, and other ending metrics.
    • Submit all return documentation promptly through the Fireside Team page.

Accident or Damage Claims

  • Required Documents for Claims Submission:
    1. Accident Report Form: Detailed account of what occurred during the accident.
    2. Addendum: Include any additional details, if applicable.
    3. Rental Agreement: Provide a signed copy of the rental agreement.
    4. Check-In/Check-Out Forms: Use forms found on the Fireside Team page.
    5. Police Report: Submit if law enforcement was involved.
    6. Estimate: Provide repair estimates for damages, if applicable.
    7. 3rd Party Information: Collect and include:
      • Vehicle information (if another vehicle was involved).
      • Pedestrian information (if a pedestrian was involved).
      • Property information (if other property was involved).

Damage or Missing Item Claims

  • Timing:

    We ask the claim to be submitted as soon as reasonably possible, especially when there鈥檚 bodily injury involved.

    AMIG does not have a required timeframe in which the claim needs to be submitted/claims are not automatically declined if not submitted within a certain time frame.

    If supplemental liability insurance was purchased, claims must be submitted within 30 days of the DOL.

  • Process:
    • Submit all required documentation through MBA Insurance鈥檚 designated platform.
    • Ensure photos, inspection forms, and renter signatures are included.

Additional Tips:

  • Maintain a clear chain of custody for all documentation.
  • Be thorough and timely in completing and submitting forms to prevent delays or denials.
  • Use the Fireside Team page for standardized forms and documentation uploads.

For more information or assistance, refer to MBA Insurance鈥檚 official guidelines or contact their support team.