Placeholder Bookings Report
Overview
Placeholders are a feature of the Availability Engine that hold a vehicle for a set period of time, either preventing it from being booked entirely or only allowing it to be taken by a matching booking. This feature is useful in managing the relocation of vehicles between locations or putting a vehicle on 'hold'.
The Placeholder Booking Report allows you to view all the Placeholders in your system, including all the information on their status, and perform any update that needs to be made.
For more information on how to create and use them, please see the Placeholder Bookings article.
Accessing the Placeholder Bookings Report
Go to Reservations >> Placeholder Bookings.
Filters and Parameters
| Pickup Location and Region | The report will return all placeholders with this location as their pickup or with their pickup location in this region. If a location and region are both selected, then the region will take preference. Each of these can be set to All Locations/Regions or a specific one. |
Pickup Date | All placeholders with a Pickup Date in this date range will appear in the report. |
Dropoff | All Placeholders with this as their Dropoff Location will appear in the report. The report can be run for All Locations or a specific location. |
| Vehicle Category and Type | This report can be filtered to only return Placeholders against a specific Vehicle Category or Vehicle Category Type. |
Status | You can select whether this report will display placeholders with a status of:
|
Bookable | This report can be run to display Placeholders that are Bookable, Non-Bookable or both. |
External Reference | You can search for placeholder bookings that contain certain values in their External Reference field. Please note: this will not override the other filters, it will filter the placeholders that already match the other parameters. |
Example
ID | This red number is the reference number associated with the particular placeholder. Selecting this red number will open up the page where you can update the placeholder. This is described further below. |
Category | This is the category of vehicle that the placeholder is assigned to. |
Rego | If this is an allocated placeholder, this will show the registration number of the vehicle that the placeholder is assigned to. If this is an unallocated placeholder, this field will be blank. |
Pickup | This is the pickup location of the placeholder. |
Pickup Date Time | This is that date and time of the placeholder's pickup. |
Dropoff | This is the drop-off location of the placeholder. |
Drop Off Date Time | This is the date and time of the placeholder's drop-off. |
Status | This is the current Status of the placeholder. It will either read:
|
Caused By Res# | If the placeholder was created automatically through the cancellation of another booking, then this will show the reservation number of that booking. Clicking on this red reservation number will open up the Bookings Details Page. If this placeholder was created manually, then this field will be blank. |
Taken By Res# | If the placeholder has been replaced by a booking, then this will show the reservation number of that booking and the Status will be Taken. Clicking on this red reservation number will open up the Bookings Details Page. If this placeholder has not been replaces, then this field will be blank. |
Next Available | This is the date and time that the vehicle will next be available for hire after the placeholder. This date is calculated by the Dropoff Date Time + Turnaround Hours at the dropoff location. |
Notes | This field will show any note that were manually entered against the booking, as well as automatically added notes. These include:
|
Is Bookable | Whether or not the Placeholder is marked as Bookable. Only Bookable placeholders can be replaced by matching, revenue bookings. Non-Bookable ones act as a 'hold' for the vehicle. |
External reference | Extra text that can be added to tag the placeholder. |
Log | Clicking on this button will open the Placeholder log, which record every action and change that has been made to it. There is more information on this below. |
Delete | Clicking on this red Trash Can icon will permanently delete the Placeholder record from RCM. Please note: If you want to stop the placeholder from being considered by the Availability Engine, but still want to see the placeholder record in this report, set the status to "Cancelled" rather than deleting it. |
Placeholder Log
Clicking on the 'Log' button will open the window shown below.
This log displays the placeholder's information at the time of the update, and most of it is the same as described in the report above. However, please take note of the following differences:
- 'Update Date' is the date and time when the change was made to the placeholder.
- When a booking is updated or created manually, the 'User' will be the person who performed this action. However, when a placeholder is created automatically by a booking's cancelation, or is replaced by a matching, revenue booking, the 'User' will be 'OnlineBooking'.
- That 'Action' will either be 'Created' when the placeholder is made, or 'Updated' when any change is made to it.
Creating and Updating a Placeholder
A new Placeholder can be created by clicking the "Add Placeholder Booking" button shown below. Existing Placeholders can be updated by clicking on their red ID Number. Both of these will open the Placeholder Update form that is described in the Placeholder Bookings article.
Important Articles
Related Articles
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