Rental bookings

The booking connects a customer to one vehicle. Pickup and return dates, passenger count, daily rate and status travel with that record. Property Manager can review requested rentals alongside confirmed work, while Front Desk Agent uses the confirmed list to prepare a handover. The customer record keeps name, email and phone for the rental party.

A requested rental becomes Confirmed only after the vehicle fits the passenger count and the interval is clear. The planned interval is half open: the pickup date starts the rental, and the return date ends it. Comparing those boundaries against the same vehicle avoids promising it to two parties for overlapping days. A changed date or vehicle calls for another availability check.

Operations Overview scopes bookings by customer, vehicle and status over the intake period. Use it to locate recent rental evidence and move into the linked record. The record, rather than an overview total, is where the team verifies the actual dates and parties before making a decision.

For a date change, reopen the same booking and check the full new interval against confirmed rentals on that vehicle. The customer link and daily rate should still describe the agreed rental after the change. If the candidate vehicle has too few seats, choose another unit before confirmation. Front Desk Agent can then prepare the handover from the confirmed booking instead of relying on a separate counter note.

• One linked customer. Staff can find the rental party from the booking without duplicating contact details.
• One linked vehicle. The reservation identifies the actual unit to prepare for pickup.
• Explicit lifecycle. Requested, Confirmed, Picked Up, Returned and Cancelled identify the booking state.

Agree who may confirm a request and how the team handles date changes. Set a practical review routine for open requests and cancellations. Check passenger counts, seat counts and the candidate vehicle before accepting the first live booking. Use one linked rental to check the correction with the person who owns the next step.

A family requests a vehicle for Monday pickup and Friday return. The counter sees another booking on the same vehicle through Wednesday. Property Manager chooses a different suitable vehicle, checks its seats and confirms the new booking. The original request remains traceable by reservation number. Check the customer, vehicle and booking links after the change. Have the next role open the same case before the handoff is complete.

• Requested bookings — Check the customer, passenger count, vehicle and dates before confirmation.
• Rental schedule — Compare pickup and return dates for confirmed and active rentals.
• Rental status board — Follow each booking from request through return.

• Booking To Pickup: Follow the linked booking and vehicle decisions.
• Return To Availability: Follow the linked booking and vehicle decisions.