The reservation drives the entire life cycle of a rental — from booking the dates to closing and refunding the deposit.
Calendar
The calendar shows the availability of the whole fleet week by week: each vehicle is a row, each reservation or block a coloured bar. You create a new reservation with the button, or straight from a free spot in the grid.
Creating a reservation
You pick a vehicle, a customer and the dates. The mini-calendar next to the date picker shows availability and the system checks for collisions live — a genuine double booking is not allowed for anyone. The price is pre-filled from the price list (including seasons), but can be adjusted manually. A reservation created by staff is confirmed right away — an advance payment up front is only a condition for online reservations from customers.
In the same step you also pick the paid extras offered with the vehicle; the price proposal recalculates immediately. The vehicle’s service fee is added automatically. On the reservation detail you can then keep working with the items — see the Extras and fees guide.
Rental statuses
| Status | Meaning |
|---|---|
| Awaiting advance payment | Online reservations only — holds the dates for 15 minutes during payment |
| Reserved | Confirmed dates |
| Handed over | The vehicle is with the customer |
| Returned | The vehicle is back, waiting for the deposit to be settled |
| Closed | Done — money settled, paperwork stored |
| Cancelled | Called off |
The wizard on the reservation detail guides you: confirmation → rent → contract → deposit → handover → return → settlement → closing. The status can also be switched manually (with confirmation) and every change is written to the history — you can always trace who changed what and when.
Handover hours and slots
If you plan your day by the hour, enable handover-time tracking under Settings → Reservations and cancellation. You set opening hours for each day of the week, the step of the offered times (every 15, 30, 60 or 120 minutes) and the capacity of a single slot — how many handovers and returns you can process at once. Both sides of the operation count towards the capacity, so departures and arrivals don’t collide in the yard.
The online customer is then offered only free times; a full slot can’t be selected. You can also set a surcharge for handover outside opening hours — without it, the customer can’t pick an out-of-hours time at all.
Slots don’t restrict staff: they can create a reservation outside the hours or into a full slot, the system just points it out and asks for confirmation. If you have a surcharge set, it is charged on such a reservation too.
Changes
On the reservation detail you can change the dates and the price (with an entry in the history), add a note and edit the extra items. The list of all reservations with customer search and a status filter is in the Reservations section.
Reservation rules
Under Settings → Reservations and cancellation you set the minimum and maximum rental length, the required lead time and the buffer between rentals (time for cleaning and inspection). For online customers the rules apply strictly; staff can override them with a deliberate confirmation — the override is written to the history.
Cancellation
Cancelling a reservation proposes how to settle the advance payment according to your cancellation matrix (default: more than 7 days ahead the advance is returned, 2–7 days it is forfeited as a fee, under 48 hours it is forfeited entirely). You adjust the matrix under Settings → Reservations and cancellation.