Booking basics

A booking moves through five statuses in order, and can be cancelled from any of the first three. The status is shown as a coloured badge next to the booking reference, and the Status menu offers only the next step that is allowed.

Confirm booking, Check Out and Check In move a booking forward. Cancel booking is available until the booking is CLOSED.

Status	Meaning	How it gets there
DRAFT	Quoted, not yet committed. The customer may still be missing	New booking in the console, or a website checkout not yet paid
CONFIRMED	Contracted. A vehicle of the class is reserved	Confirm booking in the Status menu, or a successful online payment
ACTIVE	The vehicle is with the customer	Check Out, or Set to Active
COMPLETED	The vehicle is back. Charges may still be outstanding	Check In, or Set to Completed
CLOSED	Settled in accounting with nothing outstanding	Reserved for accounting. No action in the console moves a booking here today
CANCELLED	The contract is void and the vehicle released	Cancel booking. Not possible once CLOSED

Cancelling is final. What a confirmed booking sold as non-refundable stays on the balance; everything else is credited back.

The Bookings list

Open Bookings in the left navigation. The list shows reference, customer, class, dates, days, status and the assigned vehicle. Filter by Status, Class, a date range the booking overlaps, and Assigned or Unassigned. Type a reference or customer name in the search box. Clicking a row opens the booking.

The booking page

The page has two tabs: Booking, which is the contract, and Settlement, which is the account (chapter 7). The Booking tab is laid out as panels.

Panel	What it shows
Header	Reference, status badge, the Status menu, the Workflows menu, Messages, Edit
Booking	Branch, Class, Payment term, Bond Method, Out and Back date and time, Pickup Lead Time, Return Lag Time, Vehicle
Customer	The contracted customer and, for a business, the contact who travels. Search for an existing customer or type a new one
Drivers	Every driver with date of birth and licence. Drivers can be dated, so one may join for part of the hire
Service products	Each product sold, its pricing elements, quantities, rates, amounts and GST, and what is paid
Allowances	The kilometres, drivers, excess and minimum age the sale grants, for information

The header also shows a hold countdown on a Draft while its reservation is still held, and Follows or Followed by when the booking is part of a split (chapter 9).

Edit and Save

Almost every change is made the same way: click Edit, make all your changes across the panels, then Save. Nothing reaches the booking until Save, and Cancel throws every staged change away. One Save writes everything at once, so a changed date, an added driver and a removed product go through together or not at all.

The Status and Workflows menus

Menu item	Shown when	What it does
Confirm booking	DRAFT	Commits the booking and turns the hold into a firm reservation
Cancel booking	DRAFT, CONFIRMED, ACTIVE or COMPLETED	Cancels the booking and releases the vehicle
Set to Active	CONFIRMED	Checks out with the minimum: pick the vehicle, no readings. Use Check Out instead whenever the customer is present
Set to Completed	ACTIVE	Checks in with the minimum: odometer and fuel if you have them
Check Out	CONFIRMED	The full handover in the side panel or on the tablet (chapter 8)
Run Pre-Hire Checklist	CONFIRMED, vehicle assigned	The walkaround on its own, ahead of the customer arriving
Check In	ACTIVE	The full handback in the side panel or on the tablet (chapter 10)

What you see depends on your role. A menu item or a panel your role cannot use is hidden rather than greyed out.