Using BookandManage
Leads, applications and customers
Enquiries and the pipeline, online applications with document upload, reviewing and approving, and customer records.
The Leads area covers everyone who isn't a booking yet, and everyone who has been: enquiries, applications and customers. Its overview shows new leads, anyone waiting over 24 hours for a call back, applications to review and how many converted this month.
Leads
A lead is an enquiry: from your website, a phone call, a walk-in, Facebook, Instagram, Google, a referral, or added by hand.
Leads has a table view and a pipeline view where you drag cards between stages:
New → Contacted → Qualified → Vehicle Selected → Application Sent → Application Submitted → Under Review → Approved → Payment Pending → Booked, plus Lost.
Quick filters show All, New, In progress, Booked and Lost.
Adding a lead
New lead asks for the contact details, the enquiry (rental type, category, model, dates, budget per day, week or month, and notes from the enquiry) and who owns the lead. Website enquiries arrive on their own: see Website widgets.
Working a lead
From the lead page you can:
- Check availability for their dates, and Assign car to hold a car for them for 72 hours.
- Send application, so they can apply online.
- Generate quote, or Convert to booking.
- Send email, add a note, edit the lead.
- Mark as lost with a reason. This releases any car held for them, closes the lead's tasks and withdraws an open application. Reopen lead brings it back.
For website enquiries, a Website form card shows the page they were on, where they came from, the campaign and which widget they used.
Applications
An application collects what you need to approve someone: their details, licence, income and documents. Customers fill it in on their phone or computer; you review it in Leads, Applications.
Sending an application
Send application (from a lead, a customer or the Leads overview) asks for the preferred vehicle, start date and duration, and a personal message. The customer gets an email with a link that works for 14 days.
What the customer fills in
The form has eight steps and saves as they go:
- Personal details
- Address
- Driver licence
- Employment and income
- Their booking
- Documents
- Emergency contact
- Review and consent (the wording is yours, from Settings, Rental)
Documents can be photos or files. What's asked for depends on the type of hire:
| Hire | Required | Optional |
|---|---|---|
| Rental | Licence front and back, proof of address | Passport |
| Long-term | Licence front and back, proof of address, payslip | Bank statement |
| Rent-to-own | Licence front and back, proof of address, payslip, bank statement |
Reviewing
- 1Approve, or request information from the customer.
- 2Progress: sent, opened, submitted, in review, approved.
- 3Each check: verified, pending, flagged or missing, with a note.
- 4The documents the customer uploaded.
Press Start review, then work through the six checks: identity, driving licence, proof of address, income, documents and eligibility. Mark each one Verified, Pending, Flagged or Missing.
Then:
- Approve. The customer record is created or updated, their licence is marked verified, and the documents move into their customer file. If their income is less than three times the weekly cost, you're asked "Why approve it anyway?".
- Request information. The link reopens with your message so they can fix or add things.
- Reject. The applicant sees your reason and the lead is marked lost.
Once approved: Convert to booking, or for rent-to-own, Set up rent-to-own contract. Other actions: resend the link, view it as the applicant sees it, assign a car and send a message.
Application statuses are Draft, Sent, Opened, In Progress, Submitted, Under Review, More Info Required, Approved, Rejected and Expired.
Customers
Leads, Customers is everyone who has hired from you, or is about to.
A customer has personal details (name, mobile, email, date of birth, how they found you), a residential address, driver licence (number, class, expiry, issuing state or country), an emergency contact (needed before a rent-to-own contract), and employment and income.
Customer statuses are Active, Pending Verification, Inactive and Blacklisted. A blacklisted customer can't be booked.
The customer page shows what they have on hire now, rent-to-own contracts and upcoming bookings; what they owe, with Record payment, New invoice and Quote buttons; and tabs for bookings, applications, documents, invoices, payments, agreements, notes, emails and activity.
Download history gives every hire, rent-to-own contract and payment for the customer as a PDF or a spreadsheet. See PDFs and exports.
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