Introduction
Booking details is the newer of the two screens a booking can open in. Its top line reads Back to overview, then Booking # with the number and a coloured status label, with More and a blue Next step: button on the right. The classic screen has a row of buttons such as Overrides, Lease and Logs there instead.
Top to bottom: the header, four summary cards (customer, vehicle, period, total), a six-step progress bar, any warnings, then the tabs. A column on the right shows the progress and the e-mails sent.
You will use it when:
- you want to see where a booking stands and what comes next
- a customer rings and you need their booking, balance and e-mails together
- you moved over from the classic screen and are looking for a button you know
The screen calls the vehicle the Rental (elsewhere the "asset"), and extras such as a child seat Accessories.
Every way to open a booking
| Route | What you get |
|---|---|
| Bookings → Overview, then a booking | The booking, on the screen your company uses |
| The Scheduler: click a bar, then Open booking | The same, in a new browser tab if your company set that up — see Reschedule bookings on the Scheduler |
| Your daily overview: the pencil on a Pickup or Dropoff row, or Quick lookup | The same — see Check your daily overview |
All routes follow one company setting; this page is for companies on the new screen.
How to use
Configuration
Which screen opens is set once for the whole company, by a company administrator.
- From the main menu, open Admin, then Settings, and click the Operational tile. The screen headed Operational settings opens.
- On the General tab, set Use new booking screen to Yes for Booking details, or No for the classic screen. Outstanding amount type, a little further down, decides which customer balance the screen shows (see Key details).
- Click Save.
| Setting | Default | What it does |
|---|---|---|
| Use new booking screen | Yes for companies created since the new screen arrived; No for older companies until they switch | Decides which screen every booking opens in, for every member of staff |
The change applies to every booking at once, old and new; only the screen changes, not the booking. Switching back is the same steps with No. The rest of that screen is on Set up how your company runs day to day.
Before you start: you need rental staff or company administrator rights to open a booking. Overrides in the More menu opens for company administrators only.
Using the Booking details screen
Open a booking from Bookings → Overview (or any route in the table above).
-
Read the header: number, status, sales channel and creation date. The status is green when confirmed, blue when out, grey when back, red when cancelled or expired, and amber otherwise.
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Do the next step. The blue button names the one thing the booking needs next. Click it, or pick from its small menu:
The button says What it offers Next step: Select customer The customer picker Next step: Confirm Confirm with e-mail, Confirm without e-mail, and for a draft Provisionally confirm — see Confirm a booking Next step: Payment Register payment, Send payment request, Continue to pick-up without payment Next step: Pick-up The pick-up checklist — see Run the pickup inspection Next step: Return The return checklist — see Take a vehicle back at the end of a rental Next step: Invoice The invoice screen — see Invoice a booking -
Use the More menu for everything else. Items appear only when they suit the booking's status:
Menu item Shown when Change status, Add note, Add reference, Lease, Discount, Overrides, Upgrade, Duplicate booking Always Convert to quote Draft or unconfirmed Recurring planner (Beta) Unconfirmed, confirmed, picked up, returned, or a quote Activate Cancelled or expired Change group Draft, unconfirmed, confirmed, quote or expired Cancel (in red, at the bottom) Draft, unconfirmed, confirmed or quote — see Cancel a booking -
Click a summary card to change what it shows:
Card Shows Click it to Customer Name, customer number, On account (invoiced afterwards), contact details Pick another customer, until pick-up. The pencil edits the customer; the shield opens the identity check, green when passed Rental Registration and vehicle group, or No vehicle assigned Change the vehicle — see Change the vehicle or class on a booking Rental period Contract dates and locations, plus Actual: times when different Open Rental period and locations Total (incl. VAT) The total and the Deposit Nothing -
Read the progress bar: six steps, each saying what has been done.
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Deal with any warning below it first: Customer is blocked, On blacklist, Credit limit exceeded, Customer note, or Add contact person (click Add).
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Open the tab you need. Skim this table once; you will come back to single rows:
Tab What is on it Overview Period and locations, Options (Insurance, Mileage package, Accessories, Drivers: click one to change it), the pick-up checklist, and Financial with Paid, Outstanding and the customer's balance Pick-up & return Inspection, Checklists, Mileage, Fuel, Damages, Keycafe Transport Delivery and Collection — see Find bookings whose vehicle has to be moved first Financial Payments, Invoice, Issued invoices; Price breakdown, Invoices, Payment Requests, Funding Documents Agreements, forms, quotes, deposit receipts, Renew agreement, Other documents Notes Six notes; click one (Click to add a note when empty) Communication Emails, Self service, Other (customer portal, feedback) History Open log — see Find out who changed a booking -
Use the right-hand column: Booking progress with the next step's buttons, and Communication with the last e-mails, New e-mail and More for the standard e-mails (confirmation, payment reminder, deposit invoice, signing link).
Key details
How the next step is decided. The screen works it out from the booking each time; nothing is ticked off by hand:
| Step | Counts as done when |
|---|---|
| Customer | A customer is on the booking |
| Confirm | The booking is confirmed (unconfirmed is not enough) |
| Payment | Nothing is outstanding. An On account customer skips it (On account: invoiced afterwards); if the car goes out with money open it reads Skipped |
| Pick-up / Return | The vehicle has been picked up / is back |
| Invoice | The vehicle is back and the whole total has been invoiced |
When all is done the side card says Booking completed; a cancelled, expired or no-show booking says Booking closed. Neither has a Next step button.
The customer's balance is coloured: red when the customer owes you money, green when not. Outstanding amount type (Configuration) decides whether you see Customer balance (open invoices), Customer balance (bookings), or both. Click it for the open invoices. For example, a customer with one open invoice of €320.00 shows a red balance of -320.00; once paid it turns green at 0.00.
The Invoices sub-tab shows what is still open: Payment status and Open per invoice. A funded booking also lists Funder and broker invoices, with Credit all invoices — see Invoice and credit a funded booking. Deposit receipts are on Documents.
From the classic screen to this one. Skim this once; it is where each classic button went:
| On the classic screen | On Booking details |
|---|---|
| Payments, Invoice, Issued invoices | Financial tab, same names |
| Overrides, Discount, Lease, Activate, Cancel, Recurring planner (Beta), Change group, Upgrade | More, same names |
| Status, Notes, References, Quote | More → Change status, Add note, Add reference, Convert to quote |
| Logs | History → Open log |
| Change location, Change contract period, Change actual | The Rental period card (one pop-up) |
| Change asset | The Rental card |
| Insurances, Mileage packages, Optionals, Drivers | Overview → Options |
| Transport | Transport tab |
| The confirm buttons | Next step: Confirm |
| Tabs Inspection to Keycafe | Pick-up & return |
| Tabs Invoices, Funding, Payment Requests | Financial |
| Tabs Emails, Self service, Other | Communication (other documents: Documents) |
| Tab ROB | Not shown on either screen |
What to do next: clear any red customer warning, then follow the Next step button.
Q&A
Why does a booking open on the old screen with the row of buttons? Your company has Use new booking screen set to No. The setting is company-wide; ask your company administrator to switch it under Admin → Settings → Operational.
Why did the car go out while the Payment step says Skipped? Continue to pick-up without payment was used, or the booking was picked up some other way while money was open. The open amount is still owed and shows as Outstanding on the Overview tab. Register it with Financial → Payments — see Record a payment a customer has made.
Why does the Invoice step stay open after I invoiced the booking? It only completes once the vehicle is back and the whole total is invoiced. A booking invoiced before the return, or one whose total went up afterwards (an extension, an extra), stays open. Click Next step: Invoice and invoice the rest.
Why can I no longer change the customer by clicking the card? The Customer card can be clicked while the booking is a draft, unconfirmed, confirmed or a quote. Once the vehicle is out, the customer stays. The pencil on the card still edits the customer's own details.
Why does the Customer card of a business customer not show the company name? For a business customer the card never shows the company name. Until pick-up it shows the person's name stored on the customer record and the customer number; after that, and on a cancelled booking, only the customer number. Open the customer with the pencil to see the full record.
Why is Cancel missing from the More menu? It is shown only before pick-up. A picked-up or returned booking cannot be cancelled; a cancelled or expired one shows Activate instead.
Why does Overrides not open for me? Overrides is for company administrators only. Ask your company administrator, or see Adjust the price on a booking.
Why is the Customer balance red? The customer owes money on open invoices, across all their bookings, not only this one. Click the amount to see which invoices are open — see Check what a customer owes and take a payment.
What does the orange line about an incomplete address mean? Address incomplete: city and country are needed for the invoice and the deposit refund. The customer's address lacks a city or country, so invoices and a deposit refund cannot go out correctly. Fix the address first — see Record a customer's address.
Where is the ROB tab? Neither screen shows the replacement-vehicle (ROB) status tab any more; on the classic screen it is switched off as well.
Why does the Transport tab say there is no transport option? The vehicle group has no transport extra, so there is nothing to price a delivery or collection with. An administrator adds one to the vehicle group — see Find bookings whose vehicle has to be moved first.
Related pages: Create a booking to start one; Charge an extra for part of a booking for the pencil next to each extra; Find a document and send it again for the Documents tab.