Creating and Managing Reservations
Accessing Package Deals Within RCM
Overview Once a package has been setup inside your Rental Car Manager (RCM) system, it is possible to create a new booking as a Package Deal booking. The following Knowledge Base article explains the Package Deal function in more detail, Package ...
Swap Booking Function
Purpose When a customer arrives to pick up their vehicle sometimes, for a variety of reasons, the vehicle that has been allocated to their booking may not be available to send out with them and they need to be allocated a different vehicle. Some of ...
Copy Booking/Quote Function
Purpose Within Rental Car Manager (RCM) it is possible to copy an existing booking or quote to create a new booking or quote. There are two different ways that this function can be used: You will be able to easily create multiple bookings/quotes ...
Adding Drop Off Instructions to the Confirmation Email
Purpose: You are able add 'Dropoff Instructions' to the confirmation email that is sent out to customers. Each location can have multiple dropoff instructions to cater for the different instructions that may occur between office hours and out of ...
Booking Form Template
Purpose Within Rental Car Manager (RCM) it is possible to customise the booking form. There is a separate template for the Allocated, Unallocated and the Quote versions of the booking form. This will allow you to apply the changes to all of them or ...
Assigning Customer's Personal Insurance to a Booking
Overview In some countries customers are able to use their personal vehicle insurance when renting a vehicle. The ability to add the information about the customer's personal insurance to a booking within Rental Car Manager (RCM) exists. If you do ...
Google Autocomplete Location Search
The Google Autocomplete Location search is a quick and easy way to enter the customer address details, and validate it as an actual address. Note that there is a monthly cost for this function - for more information please email ...
Customer Documents Emails and Functions
Once a Booking has been created, there are various Documents that can be printed or emailed to the customer. There are also various functions and add-ons that can be utilised to streamline the booking process. The documents, emails and functions ...
On Request Bookings
Purpose On Request bookings are unconfirmed bookings that may be manually converted or declined once vehicle availability is determined. This type of booking is generally made from your website in the following circumstances: Your System has been ...
Quick Update Vehicle Status
Purpose The Quick Vehicle Update option allows for the update of important vehicle information immediately prior to a hire, or at any point when a vehicle is cleaned or moved between locations. This information includes the cleaned status, current ...
Update Payment
Purpose Users with Head Office Manager or Location Manager access have the option of updating the payment records for a reservation. This can be useful if an operator had made an error when entering a payment that needs correcting. Any updating or ...
Change Customer
Purpose From the Reservation Enquiry and Update page you can change the customer linked to the reservation. This will replace the customer record for the reservation with the new customer's record. Important Note: If you want to change the customer ...
Re-Open Contract
Purpose Head office users can reopen a closed contract if required. This function is used when changes need to be made to a closed contract. Note that additional charges can be made through the Cash Receipts option and do not require a reservation ...
Cash Receipts
Purpose A closed reservation is a returned booking that has a balance owing of $0 and has been marked closed from the reservation payments page. These bookings cannot be updated unless they are re-opened by head office users using the Re-Open ...
Working With Notes
Purpose Notes can be added to a reservation to record any information relevant to the booking. This can include any followup activity required or additional information where a field is not available for entry in the booking form. Subjects can be ...
Allocate Reservation
Purpose The Allocate Reservation function allows you to allocate a vehicle to an Unallocated Reservation. Allocating a vehicle to a reservation creates a new allocated reservation with a new Res Number, and makes the booking available for viewing on ...
Change Vehicle
Purpose The Change Vehicle function allows you to change a vehicle on a reservation that has a status of 'Hired'. This function is generally used when a vehicle breaks down and is replaced, or when a customer extends a hire and a different vehicle ...
New Unallocated Reservation
Purpose The New Unallocated Reservation feature allows you to make a booking without a vehicle assigned. An unallocated reservation is generally made when you are not sure what vehicles will be available when you make a reservation or when the pickup ...
Booking Module - Adding and Updating a Reservation
Adding a Reservation The booking module handles adding new quotes, unallocated bookings and allocated bookings. It replaces the previous booking module and is split up into the following pages/ steps: Drivers Details Booking Details Booking Fees ...
Company Driver and Name Search when making a Booking
Purpose When making a reservation, you can select a driver associated with a particular Company when making a booking. When typing in the Company Name or Account Number, the list of drivers associated with that Company will show in a drop down. See ...