RCM Lite Change Vehicle

RCM Lite Change Vehicle


RCM Lite allows you to perform the Change Vehicle process. This is used if, when a booking is hired, the vehicle needs to be changed. Example of when this feature is useful include when a vehicle breakdown happens and it needs to be replaced, or when the customer extends the booking, but the vehicle is needed for something else.

Similarly, to the Hiring and Returning process, the Change Vehicle process is controlled by a workflow that you can setup to your company's specific needs. For information on RCM Workflows, please see the Workflow Setup Overview article and contact support@rentalcarmanager.com for help in setting them up. 

Locating the Booking

There are three ways in which the Booking Summary page can be located in RCM Lite
  1. On the day it is due to be picked up or returned, the booking will appear in the Pickup or Dropoff List on the Home Page. Pressing the blue Reservation Number will take you to the Booking Summary Page.
  2. On the Bookings tab, the booking can be searched for by either the Booking Number, Vehicle Registration number, the Hirers Last Name or Phone Numbers, or a QR code linked to the booking.
  3. The Vehicle Details page displays it's Last, Next and Current Bookings, pressing the blue Reservation Number will take you to the Booking Summary Page.

Booking Summary Page

The top of this page will display the basic information about the bookings, the hirer and the vehicle.

Further down the page there is a list of fees and payments, to display how much money is still owed by the customer. Beneath this, there is a series of Function Buttons. If the Vehicle is currently On Hire, the "Change Vehicle" button will be at the top of this list.
There are numerous other Function Buttons here, some of which perform processes that can be incorporated into the Hire Out Workflow. For information on these other buttons, please see the RCM Lite Booking Summary Page article.

Change Vehicle

As mentioned above, the process of changing the vehicle in RCM Lite is controlled by a Workflow that you are able to customise to your company's needs. The workflow is accessed by clicking the "Change Vehicle" button on the Booking summary page shown above. Once you complete each section of this workflow it will be marked with a green tick, certain sections may be mandatory while others can be optional, depending on the workflow setup. 

Each section that you can choose to add to the Change Vehicle Workflow are described below. 

Vehicle Change Details

This is the only section that must be included in the workflow. This is where you enter the details of the vehicle that is being returned and set which vehicle is now being hired out. In this section, you will need to record the following information. 
  1. The "Date & Time of Change" - This will default to the current time, but you can update this to any time within the booking period if required. You can do this by clicking on the field and selecting the date and time in the calendar that opens.
  2. The "Location" - This will default to the location recorded against your user. If the vehicle change is happening at a different location, then you will need to change this.
  3. The "Available Category" - This will default to the category of the current vehicle hired out against this booking. You are able to change this to any category of vehicle you desire. 
  4. The "Notes" field - This is where you can add in any other information that may be needed, and this will be saved as a note against the booking.
  5. The "Kms/Mileage In" and "Fuel In" - You will need to enter these values for the vehicle that is being returned. Please note that RCM will use to values to calculate any fuel or Kms charges that may apply to the booking. 
  6. The "New Vehicle" - You will need to select one from the dropdown. This contains a list of all the available vehicles in the selected Category that are currently located at the Change Location. This is the vehicle that will be sent out on hire for the remainder of the booking.

Upload Images

The Upload Images section allows you up Capture or Upload images of the vehicle that is being returned, the new vehicle that is being hired, or any other relevant documents and images. This is important if there is any damage to the vehicle that you want to take note of. How this section is displayed is highly dependent on your Workflow Setup. In your workflow, you are able to create a list of images or document you want recorded against the booking. For each of these you can mark them as being Mandatory or Optional. If they are Mandatory, they must be uploaded for the booking to be hired out. You can also specify if they are Drivers Images, in which case they will display the name of the driver against them.

There are two methods recording images or documents. The first is to upload existing photos or documents from your device, and this is done by selecting either the individual "Upload" buttons or the "Upload All" button. Then in the window that opens, press the "Choose file" button and this will open a list of files saved against your device. Select the image you wish to upload, and this will be saved.

The second method is to capture photos using your devices camera, and this is done by selecting either the individual "Capture" Buttons or the "Capture All" button. Then in the window that opens, select which of your devices cameras you want to use (e.g. the front or back camera). Then, press the "Capture" button to take the photo.

In addition, when you setup your workflow, you can specify whether or not the user can upload additional images. If they can, there will be a "New Image" button next to the other images, and if you click on this, you can upload or capture any new image/document without a description in the same way as described above.

You are able to set up multiple Image Upload sections in your workflow. This is useful if you want to separate when and where different images are taken. For example, if you want to take your images of the driver and their documentation separately from images of the vehicle.


The Checklist Section provides a list of items that are set up in your system that must be marked as completed for a Vehicle Change to Occur. These may or may not be mandatory, depending on your workflow setup. Similarly to the Image Upload, you are able to set up multiple checklists within your workflow. This is useful if you want different things to be checked at different stages.
To check these items off, simply click on the relevant boxes, and they will be marked as completed.

Email Hirer

The Email Section allows you to choose whether or not to email the customer and attach a PDF summary of this vehicle change. This is a document summarising all the information related to the vehicle change. 

If the "Email Hirer" box is checked, then after the vehicle has been changed, you will be taken to the screen detailed below where you can preview and edit the email. The sections on this screen include: 
  1. Recipients: This is where you are able to add and edit who the email is addressed to, as well as the CC and BCC recipients.
  2. Message: This is where you enter the message that will be sent in the email. You are able to select from a template set up in your system, or write an entirely new message.
  3. Attachments: This is where you can see and control whether the Vehicle Change Details PDF document is attached to the email.
  4. Preview & Send: This is where you can see what the email will look like. When you are happy with it, press "Send", and the email will be sent to the customer.

Change Vehicle

Once all the required sections of this workflow have been completed, click the "Change Vehicle" button, and the vehicle will be changed.

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