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RESERVATIONS AND AVAILABILITY

When the phone rings, you know which car is free.

The availability calendar, the booking wizard and the day's board work from the same record. You give the customer the dates and the price first, and leave their name and payment for the end.

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Reservations

Cars going out today, cars coming back today, and everything waiting in the queue.

Out today
3
In the rental site's own timezone
Back today
1
Awaiting payment
1
New
2
Reservations
UnreadBookingCustomerCarCollectionReturnDaysStatusChannelTotalBalance
HRAHHA8QEmily Carter+1 407 555-0142Renault ClioKLM 45212026-09-14 09:30Orlando International Airport2026-09-17 09:30Downtown branch3ConfirmedTelephone$310.00$310.00Unpaid
PX39ZLTBSunrise Fleet Rentals LLC+1 407 555-0110Fiat EgeaKLM 45232026-09-14 11:00Downtown branch2026-09-21 11:00Downtown branch7ConfirmedAgency$742.00$371.00Part paid
Unread7QK2M4RDMarcus Lee+1 407 555-0121Renault ClioKLM 45222026-09-14 14:30Lake Nona branch2026-09-18 14:30Orlando International Airport4Awaiting paymentWebsite$424.00$424.00Unpaid

AT THE DESK TODAY

The phone rings, the car is in a notebook, the price is somewhere else.

  • Availability lives in several places

    When where each car is on which day sits in a notebook, a spreadsheet and somebody's memory, “do you have a Clio on those dates” becomes a call back.

  • Prices are added up by hand

    Add the days, the season difference, the extras and a coupon by hand and two people can quote two prices for the same rental.

  • The customer's history is out of sight

    Nobody at the desk knows how many times the caller has rented or how many bookings they cancelled, short of digging through files.

HOW IT WORKS

A booking in four steps.

The customer's name is asked last: dates and car first, then the price, and the person and payment at the end.

  1. Time and place

    Enter the location, point, date and time for the pick-up and the return. The flight number and a meeting note go in this step too. The return location can differ from the pick-up.

  2. Free cars, with prices

    For the dates you chose, one table shows how many cars each model has, how many are busy and how many are free, with the daily price and the total. The screen does not work out a price; the pricing engine does.

  3. Extras and the total

    Switch extras on and off and type a coupon code; every change is priced again by the engine. Mandatory extras cannot be switched off. In the summary on the right the rental is one line, with the extras, the total and the deposit below it.

  4. Customer and payment

    Now search for the customer or add one with “Quick customer”. Pick the payment intent, the channel and any notes, then press “Take the booking”. If the customer has a price difference of their own, the summary says so.

THE WHOLE FLEET ON ONE CALENDAR

The whole fleet on one calendar.

The calendar below is the panel's own availability screen. Move the window, narrow the scope, open a bar, drag its end; all of it works.

Live demonstration data

Availability calendar

Capacity, blocked and free, day by day, for one model.

Times are in America/New_York.

Vehicles and blocks
Scope

  • Out with the customer
  • Confirmed
  • Pending
  • Completed
  • Service & maintenance
  • Stop sale
  • Manual block
  • Soft hold
  • Assignment
  • Lease
  • Other

Capacity across this scope: 10. Every bar is drawn to the hour: a 14:00 return ends mid-day.The data is an example.

Open a bar, or drag the right edge of a bar.

DETAILS

Small things that help at the desk.

In the panel: Reservations, New booking

Negotiate the price

Type either a daily price or a total and the other updates. You can go below the list price or above it; a reason is written down, and the summary shows “List price → Agreed” with both numbers side by side.

In the panel: Reservations, New booking

Share the quote

“Copy quote” produces a plain-text quote and “Open in WhatsApp” opens WhatsApp with the same text. It creates no record and holds no car.

In the panel: Reservations

How many times they have booked

The badge beside a customer's name shows how many bookings they have. Hover it for the completed, confirmed and cancelled breakdown; click it and the list narrows to that customer.

In the panel: Reservation page, Change dates / location

Change dates and location

Change the date, point and flight number of the pick-up and the return; the price is re-worked line by line. You choose between the new price, the original price or an amount you type.

In the panel: Reservations, New booking

The panel tells you when a desk is closed

If the desk is closed at the time you chose, the panel says so. The website and partners cannot book that time; as staff you can still choose “Continue anyway”.

In the panel: Reservation page, Change car / model

Change the car or the model

Pick a plate and the booking moves onto that car; pick a model and it moves onto that line without a plate, and you assign the plate at hand-over. The price difference is worked out and shown.

QUESTIONS

About reservations.

If the answer is not here, write to the sales team.

Write to sales
Why is the customer's name asked last?
The person on the phone usually wants the price first. The first three steps are priced without a customer; once they agree, you search for them or add them in the last step. Choosing the customer prices the booking once more, and if anything changed the summary says so as a “Customer-specific price difference”.
Who works out the price?
The pricing engine. The booking screen adds up no amount itself; when a date, an extra or a coupon changes it asks the engine for the price again. So the total you see is the total that is saved.
Can I take a booking when no plate is free for those dates?
The panel tells you no plate is free and offers “Choose anyway”. If you do, the booking opens marked “Sourced externally”, and you attach the car with “Assign a plate” once it arrives.
Can I bring my old bookings into the panel?
There is no bulk file upload. Past bookings are entered one at a time through the “Past booking” option in the wizard, which the owner and manager roles can switch on. Past dates can be chosen, and customer notification is off by default.
Can I move an existing booking to other dates or another car?
Yes. “Change dates / location” and “Change car / model” are on the booking's own page, and both work out and show the price difference. While the car is out, only the return can be changed.
Do maintenance and stop sales show on the calendar?
Yes. Next to the bookings, the calendar draws maintenance, stop sales and manual blocks as bars. To take a car off sale, add a block.

OTHER MODULES

Want to see the calendar with your own fleet?

Ask for a demo and we will go through the panel with your cars and branches.

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