Skip to content
BookandManage

Search every page of the documentation. Try “bond”, “inspection” or “instalment”.

Using BookandManage

Cars, models and maintenance

Categories, car models and years, individual cars, prices and workshop jobs.

The Fleet area holds your cars and everything that happens to them off hire. Its overview shows how many are available, on hire and in service, services due, rego or insurance expiring, and open damage, plus a list of cars needing attention.

The Fleet overview: counts, cars needing attention, open damage reports and compliance.
  1. 1The Fleet tabs: cars, car models, categories, maintenance, inspections, damage and compliance.
  2. 2Available, on hire, in service, services due, rego or insurance, open damage.
  3. 3Cars needing attention: overdue returns, expired certificates, booked with expired rego.
  4. 4What's expiring next, by rego, insurance and service.

How the fleet is organised

BookandManage groups cars in four levels, so you set prices once and every car of that model uses them:

  1. Category, for example SUV.
  2. Car model, for example Mazda CX-5.
  3. Year, for example 2023, with an optional variant.
  4. The car itself, with its fleet ID, rego and VIN.

Categories

Fleet, Categories starts with Economy, Compact, Sedan, SUV and People Mover. For each category you can set:

  • Name, description and display order (the order on your website and in lists).
  • Minimum driver age, if it's different from your usual minimum.
  • Bond for every model in the category, if you want one amount for all of them.
  • Upgrades: the "similar or better" categories that availability suggests when this one is full.
  • Offered to customers: switch off to archive a category without deleting it.

Car models and years

Fleet, Car models shows your models as a grid or a table. A model has:

  • Make, model, category, body type, seats, doors, large bags, transmission and fuel.
  • A summary, description and features list, used on your website widgets.
  • Prices: daily, weekly (7 days), monthly (28 days), the refundable bond (not taxed) and, if you offer it, the rent-to-own weekly price.
  • Photos.

Each model has one or more years. A year can use the model's prices or its own, and can be switched off with Offered for new hires when you stop taking bookings for it.

Changing prices in bulk

Select models and choose Change prices. Raise or lower by a percentage or a dollar amount, choose how to round, and pick which prices change: daily, weekly, monthly or rent-to-own. The bond never changes here.

Cars

Fleet, Cars lists every car with quick filters by status, and filters for category, model, location, on hire, rego, insurance and service dates, odometer and daily price.

Car statuses are Available, Reserved, Rented, Rent to Own, Maintenance, Out of Service and Sold.

Adding a car

Add car asks for:

  • The car: car model and year, registration, VIN (both must be unique), colour, odometer and where it's kept.
  • Purchase: when you bought it and what you paid.
  • Registration and insurance: rego expiry, insurer, policy number, insurance expiry, inspection certificate expiry.
  • Servicing: last service, next service date, or a kilometre reading, whichever comes first.
  • Pricing: the model's prices, or the car's own.
  • Notes.

The dates you enter here drive compliance.

The car page

A car has tabs for its overview, bookings, payments, maintenance, documents, photos, inspections, damage and activity. From More you can update its status, reserve it for a lead or a booking, return it to service, start maintenance, add an inspection, report damage, and upload photos or documents.

Download history gives every rental of the car (odometer and fuel out and in, kilometres, totals and damage), its inspections, damage reports and maintenance, as a PDF or a spreadsheet.

In the cars list you can select several cars to change their status, move them to another location or change their prices at once.

Maintenance

Fleet, Maintenance is your workshop diary.

Book maintenance asks for the car, the type (routine service, tyres, brakes, battery, repair, inspection, registration or other), a title, what needs doing, the workshop, the date it's booked for, parts and fees, labour hours, notes, and It's going in now if the car comes off the road straight away.

Jobs are Scheduled, Due Soon (within 7 days), Overdue, In Progress, Completed or Cancelled. Booked jobs show as hatched days on the booking calendar, so nobody books the car while it's away.

When you complete a job, record the date, odometer, work done, labour and parts, and the next service date or kilometres. For registration or inspection jobs, enter the new expiry date. Attach the workshop's invoice as a document. A job that came from a damage report resolves that report when it's completed.

The Maintenance costs report in Finance totals what each car has cost you.

Something unclear or out of date? Tell us and we'll fix the page.