1.11 Car Rental Settings

This Car Rental page is where you can manage the settings for your car rental. Here is also where you can find the details of the statuses on the reservations page. There are 9 tabs in this settings page which are Settings, Text Settings, Emails, Forms, Online Charges, Reports, Dashboards, Daily Manifest, and Advanced.

Where can I find this page?

This page is located under the Car Rental category in the settings, highlighted in dark blue in the picture below.

You can change the tabs by clicking on the different tabs on the top of the page, highlighted in orange in the picture below.

 

 

Settings tab

There are 13 sections in this category which are Extra Features, Currencies, Signature, Rates & Days Calculation, Default Values, Cancellation & No Show Fees, Security Deposits, Additional Charges, Distance Limit, Reservation Driver (Pickup), Reservation Driver (Return), Driver Settings, and Quotes. You can expand the sections by clicking the title of the sections, highlighted in orange in the picture below.

Extra features

This section lets you manage the settings for the reservation process as well as allow you to enable extra features such as packages and tour operators. Here is also where to enable or disable the Rental Agreement builder. To learn more about the Rental Agreement, click here.

Currencies

This section lets you manage the settings of the currencies that are accepted by your company. Here is where you can set the default currency that the system will use as well as what currencies that you support and will charge.

Signature

This section lets you manage the settings for signature and initials for the pickup, return, and confirmation that will be placed in the rental agreement. Here is also the place where you can set if it is mandatory for the digital signature and/or initials for public bookings as shown in the picture below.

Rates & Days Calculation

This section lets you manage the settings for your rates and how you will calculate them. For example, here you can set the default settings for recalculating rates on early return and late pickup or how the system will take how many days to a month as shown in the picture below.

Default Values

This section lets you manage the settings for the default values of the system and of your company. For example, the allowed pickup time for your rentals. This can be set so that a customer will not be able to select timings that are outside your allowed pickup time. Here is also where you can set the mandatory fields that the customer must field up as shown in the picture below.

Cancellation & No Show Fees

This section lets you manage the settings in the event of cancellation or no show rentals. You can learn more about this here.

Security Deposits

This section lets you manage the settings for the security deposits that you have in the system. This will set the rules for your security deposit such as not allowing a booking to be closed if the security deposit has not been refunded as shown in the picture below. If you would like to manually assign a security deposit, click “Yes” under “Security Deposits Can Be Selected“. You can hover over the question mark tip for more information about that particular setting. To learn more about security deposits, click on this link here.

Additional Charges

This section lets you manage the settings for the additional charges that you have created in the system. For example, here is where you would set the charge when a customer uses a custom location for pickup/return.

Distance Limits

This section lets you manage the general limit for your vehicle’s driving distance. So for example, if you limit your customers to a total of 400 miles per day, you set that under Distance Limit per Day as well as set the unit to miles, as shown in the picture below, highlighted in orange. You also set the additional charge for exceeded distance by choosing the extra charge that you have created. You can learn more about in this link here.

Reservation Agents (Pickup/Return)

This section lets you manage the settings for reservation agents pickup and rental respectively. Here is where you can enable if you would like to assign a staff to a reservation. You can learn more about this here.

Driver Settings

This section lets you manage the settings for drivers and additional drivers of your vehicles in the system. This is the section that lets you set the minimum and maximum driving age for the driver under the “Youngest Age Driver” and “Oldest Age Driver” respectively as shown in the picture below. Here is also where you can allow multiple contact categories when creating a new customer in Step 4.

Quotes

This section lets you manage the settings for quotes such as whether to have them hidden or not for internal and public bookings. You can also set the hours that the quotation will last under “Quote Expires After X Hours” as shown in the picture below.

 

Text Settings

This tab is you manage the texts that are in the system as well as those additional texts that a customer might see on your website. For example, if we change the “Default Module Name” to be “Car Rental Settings”, you will notice that the Car Rental has changed to that, shown in the two pictures below.

If you have additional languages, you can also change those translations by selecting the right tab as shown in the picture below highlighted in orange.

 

You can also manage the settings for the labels for the steps of the reservation process. Here is where you can change the names of the steps for your system users and online bookings to understand the steps easier. If you have additional languages, you can swap between the tabs to change the translations of the steps.

Here is also the page where you can add in your terms and conditions for online payments or a placeholder text if the customer selects a timing that is outside of your office hours.

 

Emails

This tab is where you manage settings for emails that will be sent out by the system. When you click on this button, it will open a new page that in turn has several tabs on it with sections. You can learn more about this here.

Settings tab

This tab lets you manage the settings for emails such as enabling the entire functionality and also enable/disable the option to send your Rental Agreement through email.

Confirmation

This tab lets you manage the settings for the confirmation emails such as the content in the confirmation email and which of your employees will get notified about it using the Email CC fields. Here is where you can set if you would like to attach the Rental Agreement to the confirmation email. You can disable these types of emails on this page as well.

Quotes

This tab lets you manage the settings for the quotation emails such as the content in the quotation email and which of your employees will get notified about it using the Email CC fields. You can disable these types of emails on this page as well.

Payments

This tab lets you manage the settings for the payment emails such as the content in the payment email and which of your employees will get notified about it using the Email CC fields. The emails include Approved Payments, Denied payments, Refunded Payments, and Refunded Authorizations. You can disable these types of emails on this page as well.

Payment Requests

This tab lets you manage the settings for the payment emails such as the content in the payment email and which of your employees will get notified about it using the Email CC fields. You can disable these types of emails on this page as well.

Other

This tab lets you manage the other type of emails which include reservation cancellation emails, return reminder emails, contract emails, after hour sales, after sale emails, overbooking, daily manifest, and additional charges. You can manage the content in those email and which of your employees will get notified about it using the Email CC fields. You can disable these types of emails on this page as well.

 

Forms tab

This page lets you create additional sections in the forms that you use in the reservation process. This page is broken down into several tabs which are reservations, payment forms, refunds, and pickup/return. This form tab autosaves so when you are done editing the forms, click the blue “Back” button to go back to the Car Rental settings. To learn how to add additional items to the form, follow this link here.

Reservations

When you add in additional items in this tab, it will appear in step 7 of the reservation process.

Payment Forms

When you add in additional items in this tab, it will appear in step 6 of the reservation process when you click on the add offline payment button.

Refunds

When you add in additional items in this tab, it will appear in step 6 of the reservation process but only if the outstanding balance is negative.

Pickup/Return

When you add in additional items in this tab, it will appear in step 7 or/and step 9 of the reservation process. However, there is an extra step that you would need to do before it appears. Go back to the Settings tab and under Advanced, you will notice the label Pickup Sections and Return Sections. Select the additional items that you have just created and click on the blue “Save” button, once you are done.

 

Online Charges tab

This tab lets you manage the amount of which you would take as a down payment when a customer makes a booking through your website. There are two ways to set this up which would be either by percentage or if you require a fixed amount regardless of the total rental price. You can also round up the amount of the charge to the nearest figure here. However, do note that the rounding up of the amount only affects the bookings made through the website and not for bookings made through the backend. Hover over the “?” tips to learn more about each field.

 

Reports tab

This tab lets you manage what you would like to show on the reports functionality that is in the system which can be found on the bottom in the main screen as shown in the picture below. Clicking on any one of the checkboxes located under “Visible” will retrieve the information and place it in the report.

 

Dashboard tab

This tab lets you manage what you would like to show on the “Mine” tab in the Dashboard as well as set the default filter for the date interval. By default, the dashboard takes the return date of the reservation as the dates for the intervals. This can be changed to Pickup date or Creation date as well.

What happens is that the system will now take the selected date filter for the dashboards when you apply the calendar range. For example, if you selected Pickup Date as the interval when you apply a range from 24th August to 24th September, the system will take all the reservations whose pickup dates are in that interval to be calculated.

 

Daily Manifest tab

This tab lets you manage the daily manifest dashboard and what is shown in it. Here, you can enable and disable all the different categories of your rentals such as pickup/returns that are in the system as well as any repairs and maintenance. You can click on the checkboxes labeled “Visible” located under the separate categories to show what you would like in the system as shown in the picture below.

 

 

 

Advanced

This tab lets you manage some advanced settings for your car rental business. This page includes 4 sections which are  Airport Signs, Access Control, Advanced, and Tolls.

Airport Signs

This section lets you manage the settings for airport signs in the event of a pickup from the airport. This is a useful tool that helps you to easily create signs for your customers to notice. You can learn more about airport signs here.

Access Control

This section lets you manage the settings for additional information that you might require from a customer when booking on the website or from a Tour Operator as shown in the picture below.

Advanced

This section lets you manage some advanced settings for the system. This is the section where you select the custom fields you have created in the Pickup/Return forms tab. This section is also where you set the overturn timing, in hours, for your vehicles and also where you set the minimum amount of hours for online booking as shown in the picture below.

Tolls

This section lets you manage the settings for tolls and the toll charges. The toll tracking company that we can collect your transactions from currently is EZ Pass (New York), EZ Pass (Massachusetts) and NTTA (Texas).

Click the blue “Save” button at the bottom of the screen, highlighted in orange in the picture below to save the changes to the Car rental settings.