4.8 Fleet Locations

This Fleet Locations page lets you manage your vehicle pick up and return locations when you have several pickup and drop-off points. By default, the system creates 2 points which are office and airport, these two can be modified to fit your needs in case you have two locations, but if you only have one location, and want to hide the second one, please refer to the section of this article on how to “Deactivate a location”.

Where can I find this page?

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

How to add a new location?

Firstly, click the blue “Add Location” button located on the top right of the page, highlighted in orange in the picture below.

Once you click on the button, a new page will appear. Fill in all the necessary details of the location you are adding in. You will find at the end of the page the option to create the operational hour’s block of your location. This operation doesn’t apply to all available locations, therefore, it must be done in all of them if needed.

The open hour block will look something like this. Here is where you can set the opening hours of your particular location, it will include a third column with the breakfast/lunchtime interval; for more information, you can hover over the hint beside to the “lunchtime interval” word.

There are 5 additional charges that you can add to the specific location. If there’s no extra charge for any of these options then you must leave the fields in a blank, if the case is the opposite, then you must do the following:

  1. Create an additional charge for each of the options. To know how to create an additional charge, please check this article.
  2. Once the desired charge has been created you must select it in the field it will apply.

NOTE: The tax and location fee fields you find here, must be filled only if your locations have different % between them, meaning that if you set up a tax in one of your locations will override the one set up in your branch. In case of questions about this configuration please contact one of our support agents.

Once you are done making changes to the location, click on the blue “Save” button, highlighted in orange in the picture below to save the changes.

How to prevent bookings, pickup, and return outside office hours?

Bookings

To prevent bookings outside of office hours you would first need to create/set the open hour block. After you have done that, select “Yes” under “Prevent Bookings in Closed Hours?” as shown in the picture below highlighted in orange.

Pickup

To prevent pickups from being made outside of office hours you would first need to create/set the open hour block. After you have done that, select “No” under “Allow Pickup Outside Closed Hours” as shown in the picture below highlighted in orange.

Return

To prevent returns outside of office hours you would first need to create/set the open hour block. After you have done that, select “No” under “Allow Returns Outside Closed Hours” as shown in the picture below highlighted in orange.

Note: In the case, you want to receive reservations outside your office hours, you must select the “Yes” in the “Prevent Bookings in Closed Hours” option. If your customers will be allowed to pick up/return the vehicles outside office hours you must select “Yes” in both options “Allow Pickup/Return during Closed Hours“, and then click on the blue “Save” button at the end of the page.

How to setup the airport fields for my airport locations?

In this section we will explain how to enable airport fields. This configuration will only apply for “Airport Locations”, as shown in the image below.

The system will show by default the Flight Date, Time, and Number for your “Pickup location”, as shown in the image below.


You can also enable the same fields for your “Return location” if it is selected as an airport location. To do so, you must go to Settings> Car Rental> Car Rental Settings > Advanced >Airport Signs location; Next, you must enable “Enable Flight Number & Date for Returns on Airports”, also you could enable to show the “Flight Airline” as optional for both Pickup and return; as shown in the image below.

After those fields are enable you will find that both your “Pickup and Return” Location will show you the airport fields, as shown in the image below.

How to deactivate a location?

Firstly, you must go to the location you would like to deactivate, open the location, and then click “No” on the option “Active”, after that, you must go to the end of the page and click on the blue “Save” button.

Once this is done, you will no longer see the location in your locations table. Your deactivated locations can be activated again at any moment, as they were not deleted from your system, to do so, follow the instructions shown below.

How to activate a location?

Firstly, you must go to your locations table, then click on the hamburger button located on the right corner of your screen and select the option “Show Inactive” highlighted in orange as shown in the picture below.

Now must go to the location you would like to activate again, open the location, and then click “Yes” on the option “Active”, as shown in the picture below. Once this is done, scroll down and click on the blue “Save” button to implement the changes.

Sorry, but You need to be on a desktop or laptop to sign up for a trial.

Start your 14-day free trial with HQ Rental Software