Change the vehicle or class on a booking

Introduction

A booking is made for a vehicle class (the app says "asset group", or "group"), and usually has one vehicle (the "asset") of that class attached. On the booking screen, Change asset, Change group and Upgrade sit in the row of change buttons, together with Change location, Change contract period and Change actual. Each opens a small popup. The deposit follows the insurance, which you change with the booking's Insurances button.

Why you would use it:

• the car you assigned has a flat tyre, and a different car of the same class is free
• the customer asks for something bigger at the counter, and you want to show what it costs
• the class you promised has nothing left, so you move the booking to another class at the same price
• a booking was made on the wrong class by mistake
• the customer switches to a different insurance, and the deposit has to follow

Every way to do this task — they look alike, but keep different things:

Use Change asset for a different car of the same class, Change group to move class, and Upgrade when the customer is paying for a better class.

How to use

Configuration

Two settings decide what these popups do. Both need an administrator.

• Which vehicle is picked for you. Change group and Upgrade attach a vehicle according to Auto assign assets under Settings, Operational — the same setting new bookings use; Create a booking explains its three values. With None, the booking is left without a vehicle.
• Which classes count as an upgrade. Each vehicle class carries its own list of upgrade classes, set in the class's settings. A class with no list shows Please link asset groups in the asset groups settings. in the Upgrade popup.

Before you start: every button on this page works for any staff account. On the booking screen, Change group only shows while the booking is a draft, unconfirmed, confirmed, a quote or timed out. Change asset, Upgrade and Insurances show whatever the status.

Using the change buttons

Open the booking first: from the main menu open Bookings and click the booking's row. The booking screen has no Save button. Its Auto checkout switch is saved the moment you flip it, so leave it alone here; each popup below saves only through its own buttons.

Swap the vehicle

1. Click Change asset. Asset group starts on the booking's class, and Asset lists that class's vehicles that are free for the booking's dates, each with its Internal number.
2. Pick the vehicle. Tick Lock if the booking must stay on this car: the Scheduler will then refuse to drag it to another one.
3. Click Change asset. The popup closes and the booking reopens with the new vehicle.

To take the vehicle off the booking, click Unlink current asset from booking instead. It only shows when a vehicle is attached, and it acts at once, with no confirmation.

Change the class

1. Click Change group. The list shows classes in the same category that have a vehicle free. Click Show all groups to choose from every class in your company, and Show only available groups to go back.

2. Pick the class and answer Keep current price?:

   Answer	Use it when	What happens
   No (the default)	The customer should pay what the new class costs	The rental rate is replaced by the new class's rate from the price list
   Yes	You move class as a favour, or a price is already agreed	The rental rate stays; only the class name on the price line changes

3. Click Save. There is no confirmation. The booking reopens on the new class, with a vehicle picked for you.

To choose the vehicle yourself while moving class, use Change asset: change Asset group, pick a vehicle and click Save. The app asks Are you sure - this will reset selected options in case of a change of asset group ?; click Proceed. This route always charges the new class's rate.

Offer an upgrade

1. Click Upgrade. The popup lists the upgrade classes that have a vehicle free, with Group name, Current base total, Extra and New total (excl. VAT).
2. Tell the customer the Extra. If they agree, click Select on that row; otherwise click Close. Selecting applies the upgrade straight away.

Change the insurance

1. Click Insurances and tick the one insurance the customer wants.
2. Click Save. Until then the booking keeps its old insurance.

Key details

The deposit after an insurance change. Save sets the deposit to the new insurance's security deposit, rounded down to whole euros, and the excess to its excess amount. A customer with custom deposit? or custom excess? keeps their own figure; a booking with no customer keeps its deposit. After a class change, the deposit is worked out again the way it is for a new booking — see Payment and invoicing settings.

Two prices for the same move. A 3-day booking on a class at €40 a day costs €120. Moving it to a class priced at €60 a day:

Change group looks the new rate up as if the booking were made online, so a last-minute deal set to online only can apply; the other routes use counter prices.

Extras on a new class. An extra, insurance or mileage package stays if the new class offers the same one, at the price already on the booking. Anything the new class does not offer is removed, with no list of what went. Extras the new class adds to every booking are added.

Which vehicles Change asset offers. Active vehicles of the chosen class with no other booking overlapping this one's pickup and return times. Drafts and no-shows count as overlapping; quotes, cancelled and timed-out bookings do not. Maintenance and location are not taken into account.

What does not change. The dates, customer and status stay as they were, and so does the Lock tick: moving class can still put a locked booking on another vehicle.

What to do next. Confirm the booking again so the customer gets the new details — see Confirm a booking. Confirming removes signatures, as Signatures explains. If the booking uses a key box, reissue its access — see Key box handover.

Q&A

After Upgrade, the customer pays more than the Extra the popup showed. Why? Current base total and Extra come from the price list, not from the booking. If you had set a lower rate by hand — say €35 a day on a 3-day booking, €105 — the popup still shows €120 and Extra €60, but Select replaces your rate, so the booking becomes €180: €75 more. A company administrator can put an agreed rate back from the booking's Overrides screen, using the edit icon beside the rental rate line.

Why did the price stay the same after I put a bigger car on the booking? The Change asset button changes only the vehicle, even when you picked it from another Asset group; the class and rate stay. Open Change asset again, choose the class and vehicle, and click Save, or use Change group.

Why does an on-account customer have a deposit after I changed the insurance? The insurance Save sets the deposit from the insurance without checking on account?, and it also replaces a deposit typed in by hand. A company administrator can correct it on the booking's Overrides screen with Change deposit.

Why was a finished rental re-priced after someone clicked Upgrade? Upgrade shows whatever the booking's status, including picked-up and returned bookings, and Select replaces the rental rate. Use it only before pickup. To restore the old rate, a company administrator uses the edit icon beside the rental rate line on the booking's Overrides screen.

I clicked Save on Insurances and got "Multiple options selected, please make sure the dates are correct." What now? Two insurances were ticked, and nothing was saved. Untick one and click Save again.

Where did an extra go after I changed class? The new class does not offer it, so it was removed. Click Optionals on the booking and add a similar extra the new class does offer. If the customer needs that exact extra, ask your administrator to link it to the class first.

Why is there no Change group button? The booking is picked up, returned, has a return notification, is cancelled or is a no-show. You can still swap the vehicle with Change asset.

The class I need is not in the Change group list. What do I do? It has no vehicle free, or it is in another category. Click Show all groups. That screen warns Note: if you change vehicle classes, you’ll have to re-assign vehicles and re-add upsells! — in fact a vehicle is picked for you and matching extras are kept, but check both afterwards.

The booking has no vehicle after changing class. Why? Auto assign assets is set to None, or nothing in the new class was free. Click Change asset and pick one.

Why is the car I want missing from the Asset list? It has another booking overlapping these times — a draft or a no-show counts — or it is not active. Look at its row on the Scheduler.

I unlinked the vehicle by mistake. How do I undo it? Click Change asset, pick the vehicle again and click Change asset.

Related pages:

• The Scheduler — to move a booking to another vehicle by dragging, and to see which cars are free
• Create a booking — how Auto assign assets picks a vehicle
• Change a booking's dates — when the customer changes the rental period as well
• Key box handover — access does not follow a vehicle swap