Agent Direct Function
Purpose
This functionality allows your Agents to log directly into a scaled down version of your RCM system to make bookings. The agent will have restricted access to:
- Make a Booking / Check Vehicle Availability using the Quick Reservation Screen
- View Vehicle Categories available to be booked by Agents
- See a list of their Bookings
When the Agent logs into RCM, the following screen will display:
This article outlines all of the options the Agent can access through the direct function.
Setting up the Agent Direct User
Note: You will need to have System Administration rights to setup the Agent Direct User.
Got to System Setup >> Users and add new User. The Agent User should be setup as shown in the image below. It is important that the Role is set to 'Agent'.
Click on 'Register' when complete the process and create the agent user.
Click Here for more information on setting up users.
Make a Booking / Check Vehicle Availability using the Quick Reservation Screen
The first option the Agent has is to Check Vehicle Availability using the Quick Reservation Screen and use this to make a booking.
To do this, they need to click on the "Make a Booking / Check Vehicle Availability" text.
This will take them to the Quick Reservation screen, where the Agent can make a booking following the same process as your users would when using the Quick Reservation report in RCM: i.e. Setting the filters to show what vehicles are available and then selecting the vehicle by clicking on the "New Booking" button.
A new Agent Booking window will appear where they can enter the details for the booking. There are four tabs that require information: Pickup and Dropoff, Optional Extras, Renter's Details and Booking Confirmation.
Note that to proceed or go back to a previous tab, click on the "Previous" and "Next" buttons as highlighted. The Agent is required to go through each tab, and once completed, a green tick will appear to indicate completion - see screenshot below the "Pickup and Drop tab" summary.
Pickup and Dropoff tab
Here the Agent can enter in the pickup and drop-off details, as well as specifying the youngest driver's age.
Note: The Agent cannot create a booking in the past. As the Agent may be in a different time zone to the pickup location of the booking, the current time of that location is displayed. Both the pickup and drop-off date selected here must be in the future for the pickup location.
Optional Extras tab
The Optional Extras tab allows the agent to select any Agent available extra items, insurance and kilometre options. It will also display the rates charged against this booking including any discount that will be applied.
Please Note: Agent Discounts, Utilisation Rates, and Web Rate discounts without a Campaign code can all apply through Agent Direct if they are set up in your RCM system.
Renter's Details tab
On this tab, the Agent can enter their name and email details, along with the customers information.
Booking Confirmation tab
This tab outlines and confirms the booking just created. From this tab, the Agent can also Print the Confirmation and Finish the Booking. Note that the Agent can print the confirmation at a later date if needed through the Booking List option. This is explained further down in this article under the "Bookings List" section.
After clicking on the "Finish Booking" button, the Agent will be taken back to the Quick Reservation screen.
Vehicle Categories
Here the Agent can view which vehicle categories they have access to, to make bookings. Note that this information is view only and cannot be edited from the Agent Direct login.
For more information on vehicle availability to agents, see the following article:
Bookings List
The Bookings List gives the Agent the option to view all bookings they have created through Agent Direct and any booking made by other means that has been linked to that Agency (e.g. Agent API).
The Agent can set the filters to display the bookings they want to see and click "View" to display the results.
If the Agent wishes to view/print the booking details/confirmation, click on the res number in red as seen above. The booking details/confirmation will then displayed in a separate window.
Bookings List Field Descriptions
| Res. | The reservation number of the booking. Click on the reservation in red if you wish to view/print the booking details/confirmation. |
Status | The current status of the booking - eg - Reservation, Hired, Returned. |
Reference # | If applicable, the reference number for this booking will be displayed. |
Date Booked | The date the booking was made. |
Agent | The Agent/Agent login who made the booking. |
Branch Code | The Agency Branch Code. |
Customer | The customer's name who is renting the vehicle. |
Category | The selected vehicle category. |
Pickup | The location the vehicle will be picked up from. |
Pickup Date | The date the vehicle will be picked up. |
Dropoff | The location the vehicle will be drop off to. |
Dropoff Date | The date the vehicle will be dropped off. |
Booking Value | The total cost of the booking. |
Commission | The commission the agent will receive from the booking. |
Agent Collected | The commission the agent has already received. |
Commission Owing | The commission that is still owed. |
Printing/Exporting
Click Here for details on how to print or export a report from RCM.
Important Articles
Related Articles
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