11.1 How to Customize the Rental Agreement

This article is a step by step breakdown on how you can customize the Rental Agreement (RA) to suit your company. There are two ways to customize the RA. The first way is to completely customize the RA is by using our RA builder and the second way is to use our ready-made template.

Rental Agreement Builder

Firstly, enable the RA builder from Settings > Car Rental > Car Rental by selecting “Yes” as shown in the picture below highlighted in orange.

Next, a new item will appear under the Car Rental module highlighted in dark blue in the picture below. This page consists of two tabs, Settings and Rental Agreement.

Rental Agreement Builder

 

Settings

This tab is where you can find the setting on whether to enable the option for return receipt, different RA per brand and different RA per language.

Rental Agreement

This tab is where you customize the RA. It works similar to the form builders we have in the system. You can learn more about form building here.

How to add items to the Rental Agreement?

Firstly, on the right side of the page, you will notice two boxes filled with items which are Layout and  New Fields.

 

Drag and drop the layout labeled “Page” to create a new page. You will have to create pages first before you can add any other new items.

 

 

 

 

If you have done it properly, you would see something like this.

 

Next, you can either drag and drop columns from the layout box or the fields from the new fields box to add the items to the form. In the picture below, we dragged and dropped the “3 Columns” layout into the section that was created. You can see the difference in the picture above with the picture below. You can set how wide each column is by editing the layout. To learn how to edit the item, refer to the “How to edit items to a form?” below.

Next, we added a “Text” field, a “Box with Text” field, and a “Text with Background” field into the columns respectively as shown in the picture below. We also added in some text to show you how it will look like on the RA. You can use the variables on the right for information about the booking. For example, ${first_name} in the text field will produce the first name of the customer.

This is how it will look like on the RA.

 

You can also drag and drop images such as your company logo into the text boxes to place into the rental agreement. You can see an example of how it would look like in the pictures below.

How to remove items added to the Rental Agreement?

On the section you would like to remove, there are 3 buttons to the right of it. Click on the “Delete” button, highlighted in orange in the picture below.

 

How to edit items added to the Rental Agreement?

On the section that you would like to edit, there are 3 buttons to the right of it. Click on the “Edit” button, highlighted in orange in the picture below. This is how you rename the item of the RA and for some of the specific items, do a few settings.

 

How to rearrange the items in the Rental Agreement?

On the section that you would like to rearrange, there are 3 buttons to the right of it. Click on the “Drag” button, highlighted in orange in the picture below.

 

How to add in rental information to the Rental Agreement?

On the right side of the page, you will notice a column called Variables as shown in the picture below.

This is all the variables for the information that you can use to place into the text boxes in the tutorials above to be shown in the rental agreement. An example in the picture below, the variable ${first_name} is used in the text box.

This is how it will look like in the rental agreement. The variable ${first_name} translated to the word “Michelle” in the picture below highlighted in orange.

 

 

Rental Agreement Template

Where can I find this page?

This page is located on the Rental Agreement tab of the Car Rental under the Car Rental category in the settings, highlighted in dark blue and orange in the picture below.

 

This page is divided into 8 sections which are Rental Agreement, Defaults, Rental Agreement Section Titles, Rental Agreement Field Labels, Margin & Spacing, Images, and Rental Agreement Text Settings and Brand Settings. Do note that for every change that you make, you will have to click the blue “Save” button located at the bottom of the page, highlighted in orange in the picture below to preview the changes on the RA itself.

 

Rental Agreement

This section allows you to choose the template for your RA as well as rename your RA. The template consists of 3 items, One Column, Two Columns, and Three Columns. By default, the system uses the Two Columns template as shown in the picture below.

 

 

Defaults

This section allows you to choose what shows on the RA. For example, if you choose to show VIN number of a vehicle as shown, highlighted in orange in the picture below.

 

The VIN number will appear under the Vehicle Information section in the RA, highlighted in orange in the picture below.

 

 

Rental Agreement Section Titles

This section allows you to change the title of the sections on the RA. This is useful if you would like your RA to be in another language. An example in the 2 pictures below, we changed the title of the vehicle information section from Vehicle Information to Information of Vehicle and how it is reflected in the RA.

 

Rental Agreement Field Labels

This section allows you to change the title of certain labels in the RA. This is useful if you use different terminology for certain fields. An example in the 2 pictures below, we changed the label of the pickup location in the Rental Information section from Pickup Loc to Pickup Location.

 

Margin & Spacing

This section allows you to customize the margin, spacing and font size of the RA. An example below, we changed the titles font size from 18 to 22.

 

Images

This section allows you to customize images that you would like to add to the RA. Do note however that this image section is only usable when you are using the one column layout. An example below, we uploaded a footer image. Here we would also have to change the margin and footer spacing for the image to show. The best width size for the images is between 1024px to 2048px and a height of 300px to 400px.

 

Rental Agreement Text Settings

This section lets you add in additional texts in your RA. There are types of additional texts which you can add. They are Status Description, Damage Description, and Vehicle Description. An example below, we added in a short sentence “This is an example” in the Status Description. For the default two columns layout, this appears on the top right of the RA and replaces the default top right items which are the rental agreement number and status as shown in the pictures below.

 

For Damage Description, you will only be able to see the texts when a damage map is enabled. An example below, we added in a short sentence “This is an example of damage description.”. For the default two columns layout, this appears below the damage map as shown in the pictures below.

 

For Vehicle Description, you will be able to see the texts below the “Information of Vehicle” section on the RA. An example below, we added in a short sentence “This is an example of a vehicle description.”. For the default two columns layout, this appears below the “Information of Vehicle” section as shown in the pictures below.

 

 

Brand Settings

The brand settings section allows you to add in terms and conditions to your RA as well as the particular company brand information. To learn more about adding in terms and conditions to the RA, click on this link here.

Under the Contact Information in the Brand Settings, you can add your company information here. It will appear in the top middle of the RA as shown in the pictures below.