How to edit a booking
Editing is split into seven independent sections — only the one you need is opened.
Booking under a rent-to-own contract
For a booking marked “Buyout”, the price, dates, vehicle, client, deposit, rate, discounts, services, and gifts are read-only — they are governed by the contract. Working data can be edited: description, comments, mileage, cleanliness, fuel, equipment, drivers. Learn more about a booking under a contract.
Steps
- Open the booking card.
- Click the “Edit booking” pencil icon to open the edit window.
- Choose the section you need to change — the sections are independent, there's no need to open them all.
- Make the change.
- Wait for the recalculation if you changed something that affects money: dates, rate, vehicle, or services.
- Save.
Editing dates changes the calculation
Changing the dates, rate, or vehicle recalculates the cost of the entire rental. If the booking already has payments, check the amount due after the recalculation: it may no longer match what was paid.
| Section | What is edited |
|---|---|
| Client | Who is renting |
| Vehicle | Which vehicle is handed over |
| Dates and locations | Start, end, pickup and return locations |
| Rate | Terms and price |
| Services | Equipment, catalog add-ons, washing |
| Information | Custom fields and comments |
| Drivers | Additional drivers |
Why by section rather than all at once
Some sections load data when opened — for example, editing dates loads the available values, and editing the rate re-requests the terms. Opening everything at once would mean firing these requests for no reason.
Editing dates changes the calculation
Changing the dates changes the number of full days, and therefore the amount due. If the booking is already paid, after the edit it may become underpaid or overpaid.
Incoming bookings must be activated
A request from the website or the API lands among the inactive bookings and waits to be processed. Until it is activated, the rental is not considered started.
Tip
If several employees handle requests, agree on a procedure in advance: two people may pick up the same one.
Manually editing a handed-over booking
For a vehicle that has already been handed over or returned, there is a separate mode for editing data manually. It is used to edit the calculation, mileage readings, and washing and fuel marks.
Manual edits conflict with automation
While the calculation is automatic, editing calculated fields by hand leads to errors, or the next recalculation overwrites the edit.
If you edit manually, switch the booking to manual calculation deliberately, rather than editing individual fields on the fly.
Handover and return parameters are available to users with the “Branch manager” and “Main Administrator” roles.
Swapping the vehicle in an ongoing rental
Don't change the vehicle of an active rental
To substitute a vehicle, complete the current booking and create a new one for the other vehicle. Swapping “on the fly” throws the calculations and history out of sync: the rental ends up partly on one vehicle and partly on another, and reports can't separate them.