RCM Lite provides everything that is needed to hire a vehicle out in one place, the Booking Summary Page. This includes the basic information about the booking and customer, as well as the ability to add payments, notes, photos, and signatures. This can all be done individually or as part of a workflow that ends with you hiring the vehicle out. This workflow can be specialised according to your needs; for more information, please see the Workflow Setup Overview
Locating the Booking
There are three ways in which the Booking Summary page can be located in RCM Lite
- On the day it is due to be picked up, the booking will appear in the Pickup List on the Home Page. Pressing the blue Reservation Number will take you to the Booking Summary Page.
- On the Bookings page, 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.
- The Vehicle Details page displays it's Last, Current and Next 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, including "Hire Out". Please note that this will only appear for allocated bookings with a status of Reservation.
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.
The Hiring Out workflow is accessed by selecting the "Hire Out" button, that will take you to the Vehicle Hired Out page. On this page there are a series of processes for you to complete and after each one has been completed, they will be marked with a green tick to show completion.
This series of processes is controlled by the workflow set up in your system. You can choice to include any of the following processes, with the ability to mark each as optional and mandatory, while adapting them to your needs:
- Vehicle Pickup Details
- Hirer Details
- Inspection Sheet
- Upload Images
- Email Hirer
These processes are each described below.
Vehicle Pickup Details
This is where you put in the current readings for Kms/Milage Out and the Charge/Fuel Out, as well as the actual time of the pickup. The Actual Pickup Time will automatically be set to the current date and time, but you are able to change it by selecting the date and then changing it in the window that opens as shown below. Once you have done this you click "Set", and this date and time will save.
Here you will see the name of the primary driver listed under the heading Hirer and any additional drivers listed under Additional Driver. If you wish to view or update any of the driver's information, select "View/Edit". This will open the window shown below where you are free to change any of the information. Please note that this will also change the drivers details against any existing booking that they are against. When you are finished, press "Save Changes".
You can also add an additional driver to the booking by clicking "Add Driver", entering their details into the window that opens and clicking "Save Changes." As shown below, this will add the driver to the booking and they will now display under the heading of Additional Driver.
As mentioned earlier, you are able to add the payment functionality to your workflow. In the payment section, if there is a balance owing against the booking, it will display an orange message saying: "Process a payment for balance of ####". There will also be a "Create Payment" button. Clicking on this will take you to the Create Payment page.
When you set this section up, you can select whether or not a booking must be paid in full before this workflow can be completed and the bookings can be hired out.
There are two ways to make a payment, the first is by going through Stripe. Pressing on the first "Stripe" button will open the window shown below where you enter all the payment information. Once you select "Continue", it will take you to the next window where you enter the credit card information. When you select "Continue" again, the payment will be processed and the re-billing token created will appear on the Create Payment screen. At a later time, this re-billing token can be used to create another payment by selecting the "Create Payment from Saved Card" button.
The second button, "Stripe Terminal" can be used to make a payment though one of stripe terminals. The process is the exact same, except the terminal is used instead of entering the card details.
The second method is to manually process a payment through RCM. This can be done by pressing the "Manually Enter Payment Information" button to open the window shown below. Here you can enter an optional description, along with the Payment Location, Amount and Method. You can then press "Save" to record this payment against the booking.
Once a payment has been recorded, or if there is no balance owing against the booking, this Payment section will appear with a green message saying: "No Payment Required".
If there has been an inspection performed on this vehicle through RCM Lite after it's last booking was returned and before this booking is due to be picked up, the "Inspection Sheet" button will appear. Selecting this button will open that PDF copy of this inspection. This is the same PDF document that you can choice to email to the customer upon completion of this workflow.
If there hasn't been an inspection performed, there will be an orange message saying: "No Inspection sheet for this booking."
Sign Rental Agreement
This is available if you has E-Signatures set up in your RCM System. If the Agreement has not yet been signed, there will be a button labelled: "Sign Rental Agreement". Clicking on this button will take you to the Signatures page, this is where both the primary and any additional drivers can E-sign the Rental Agreement, including the extra signable sections. At the top of the page, there will be a copy of the Rental Agreement to view before signing.
To sign each section, select the blue "Sign" button at the top. This will open the window displayed below. In this window, the customer can draw their signature and you can save this to the rental agreement by selecting "Save". You will then see the signature at the bottom of the signable section.
Once you have completed this, click the "Done" button at the top of the page, and it will take you back to the workflow. Once the Rental Agreement and all the signable sections have been completed, the Signature section will tell you that "The agreement has been signed" and the button will now say "View Signatures".
This section is where you can upload any images or document relevant to the booking, including photos of the drivers, their licenses, the vehicle and any insurance documentation. 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.
In your Workflow, you are able to set up a list of items that must be completed before hiring out a vehicle. These may or may not be mandatory. 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.
These items will display; to check these items off, simply click on the relevant boxes, and they will be marked as completed.
This section will display all previous damage records recorded against this vehicle, along with the basic damage information and description. If there is an image of this damage, this will display as well.
This section that allows you to choose whether an email is sent to the customer when the Hire Out is complete. If the "Email Hirer?" box is checked then an email will be sent.
You can also mark whether or not any of the following 4 documents will be attached to the email:
- Invoice: This is the same invoice that is generated in RCM usually
- Agreement: If the agreement has been signed, then these signature will appear on the agreement.
- Pickup Details: This is a PDF summary of all the information that was entered as part of this workflow
- Inspection: This is a PDF copy of the RCM Lite vehicle inspection. This will only be attached if there is an inspection that has been performed against this vehicle after the return of its last booking and before this booking was due to be pickup ed up
If the "Email Hirer" box is checked then after this workflow has been completed and the booking has been hired, you will be taken to screen detailed below where you can preview and edit the email. The four sections of this Email page are:
- 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.
- 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.
- Attachments: This is where you can see what documents are attached, these are the ones marked with a green tick. You can either add or remove them by selecting/deselecting this tick.
- Preview & Send: This is where you can see what the email will look like. When you are happy with it, press "Send".
Once you have completed all the required steps of your workflow, click the "Hire Out" button at the bottom of the screen, and this booking will be hired out.