Introduction
An add-on is anything a customer can take on top of the vehicle: a child seat, a navigation unit, snow chains, an extra driver. Creating one is only half the work. An add-on does nothing until you say where it is offered, and it only reaches a customer when someone puts it on a booking, or the customer ticks it on your website.
There are four places that decide who sees an add-on:
- The add-on itself, on the screen headed Extra: whether it shows on your website, in what order, for which rental lengths, and with which icon.
- Each vehicle class, on the screen headed Link optional options: which classes offer it, and on which classes it is added to every booking without asking.
- The class's settings set, which decides whether the Optionals tile appears on a booking at all.
- The booking, where the desk adds or removes it with the Optionals tile.
There is no separate list per location. Each vehicle class belongs to one branch, so linking an add-on to the classes at your Utrecht branch is how you offer it only in Utrecht.
You come here when:
- You have bought ten child seats and want customers to be able to book them online.
- Snow chains should only be offered on winter rentals of a few days or more.
- A customer at the desk asks for a second child seat on a booking that already exists.
- An add-on was offered on every class at once and now has to come off a few of them.
Terms used on these screens
| The screen says | It means |
|---|---|
| Optional option, Optionals, Extra, other options | An add-on. The app uses all four names for the same thing |
| Asset group | A vehicle class, such as Compact or Van 12m3 |
| Web | Your company's online booking website |
Insurance and mileage packages are linked to classes in the same way but have their own buttons and pages: see Set up the insurance a customer can choose and Sell extra kilometres to a customer.
How to use
Configuration
Before you start: everything in this section needs a company administrator account. The Product design and Settings tiles are closed to anyone else. Adding an add-on to a booking, further down, works for any staff account. The prices, the category and max selectable are explained in The three kinds of add-on; leave Option special on General unless Special add-on types tells you otherwise.
1. Open the add-on. From the main menu open Admin, then Product design, then the Optional options tile. The screen is headed Optionals and lists every add-on with its is enabled for web and Web order. Click New, or click a row (or the pencil icon at the end of it) to open an existing one. The screen headed Extra opens, with two tabs: Optional option and Translation.
2. Decide whether it shows online. These fields are in the left-hand column of the Optional option tab:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| is enabled for web | Yes | Shows the add-on on your website for every class it is linked to | Yes or No |
| Web order | 0 | The position in the website's list. Lower numbers come first; add-ons with the same number are listed cheapest first | Whole numbers only |
| Apply custom web days | No | Only appears when is enabled for web is Yes. Switch it on to limit the add-on to certain rental lengths | Yes or No |
| Custom web days min | 0 | The shortest rental, in days, that gets the add-on. Only appears once Apply custom web days is Yes | Whole numbers only |
| Custom web days max | 999999 | The longest rental, in days, that gets the add-on | Whole numbers only |
A new add-on starts switched on for the website. Link it to a class and customers can book it online straight away, so set the price first.
Both limits count: with a minimum of 3 and a maximum of 14, a 3-day and a 14-day rental both get the add-on; a 2-day or a 15-day rental does not. The limits apply on the website and to automatic adding (step 5). They do not stop desk staff from adding the add-on by hand.
3. Upload an icon. At the bottom of the right-hand column is a picture box with an upload control. Choose an image file; it is sent to your website with the add-on. To replace it, upload a new one.
4. Link it to every class at once, only if you mean it. The first field, Link to all asset groups, starts on No. Set it to Yes and click Save, and the add-on is linked to every vehicle class your company has at that moment, at every branch. Saving again does no harm; classes that already have it are skipped. Read Withdrawing an add-on that went to every class under Key details before you use it.
Click Save. The app checks that Name is filled, that a price type is chosen and that max selectable is more than 0, and shows a message under any field that fails. Cancel closes the screen without saving.
5. Link it to one class. From Product design click the Asset groups tile, and open the class with the pencil icon on its row. Open the Options tab and click Link other options. The screen headed Link optional options lists every add-on your company has, with two tick boxes per row:
| Column | Tick it to | What happens |
|---|---|---|
| isSelected | Offer the add-on on this class | Staff can add it to bookings for this class, and the website shows it if it is enabled for web |
| isCharged | Add it to every new booking of this class automatically | Only works together with isSelected |
Each tick is saved the moment you make it. Save and Cancel at the bottom only close the screen; Cancel does not take a tick back. To stop offering an add-on on this class, untick isSelected. The link is removed straight away.
6. Make the Optionals tile appear on bookings. The tile only shows on bookings of a class whose settings set has Optional switched on, and a new settings set starts with it off. From the main menu open Admin, then Settings, then the Asset Settings tile, and open the Asset Groups Settings tab. Click the set named in the class's Asset group settings box, set Optional to Yes and click Save. If there is no Optional switch on that set, it has been turned off for your company; ask RentVisie support.
Using the Optionals tile on a booking
Open the booking first: from the main menu open Bookings and click the booking's row. Below the booking details is a row of tiles: Insurances, Mileage packages, Optionals and Drivers.
- Click Optionals. A window headed Other opens, listing every add-on linked to this booking's vehicle class.
- Tick is selected on each add-on the customer wants. Untick any they no longer want.
- Type the number they want in Quantity, for example 2 for two child seats.
- Click Save. The window closes and the booking total is recalculated.
Close leaves without changing anything. Nothing is saved until you click Save, and Save replaces the whole list: whatever is ticked stays on the booking, whatever is not ticked comes off.
The same window opens from a quote; see Send a quote and follow it up.
Key details
A worked example
Your Utrecht branch rents Compact cars. You create Child seat at €6.00 per day, leave is enabled for web on Yes, and on the Compact class in Utrecht tick isSelected only. You also create Snow chains at €25.00 per rental with Apply custom web days on, minimum 3, maximum 14, and link it to Compact too.
A customer books a Compact online for 5 days. Both add-ons appear on the website; 5 falls between 3 and 14. They tick two child seats. At the desk, the Other window shows Child seat with BasePrice 6.00 and TotalPrice 30.00. TotalPrice is for one seat for the whole rental. With Quantity 2 the booking is charged 2 × 5 × €6.00 = €60.00.
A 2-day online booking of the same car shows the child seat but not the snow chains. Staff can still add the snow chains to it through Optionals.
Where the price comes from
The window prices each add-on from the booking's price list, falling back on the price typed on the add-on itself. Once an add-on is on a booking it keeps the price it was added at. Changing the price on the add-on later does not change existing bookings. See The three kinds of add-on.
What is added automatically, and when
Add-ons ticked isCharged on a class are added when a booking for that class is created, for the whole rental, respecting the rental-length limits from step 2. Ticking isCharged later does not add the add-on to bookings that already exist; add it to those by hand with Optionals. What a new booking starts with is explained in Create a booking.
Withdrawing an add-on that went to every class
Link to all asset groups works once, at the moment you save. It is not a live setting:
- Setting it back to No removes nothing. The add-on stays linked to every class.
- A class created afterwards does not get the add-on. On that class's Link optional options screen, the Select predefined options button above the table links every add-on that is marked Link to all asset groups.
- There is no button that removes an add-on from all classes. Open each class, click Link other options and untick isSelected.
To withdraw it, first set Link to all asset groups to No and save, then untick it class by class. Do it in that order, because Select predefined options puts back every add-on still marked Yes.
What to do next
Set the add-on's price on your price list next, so the website and the desk use the right amount: see Set up a price list. Then create a short test booking of a linked class and check the add-on is shown in the Other window.
Q&A
Why has an add-on disappeared from a booking after someone clicked Save in the Other window? Save replaces the whole list with what is ticked. The window only lists add-ons that are linked to the booking's class. If the add-on was unlinked from the class after it was added to the booking, it is no longer in the list, so clicking Save removes it from the booking. Link it to the class again (step 5), then add it with Optionals.
Why is a brand-new add-on already showing on the website? is enabled for web starts on Yes. As soon as the add-on is linked to a class, the website shows it. Set it to No on the Extra screen until the price is right.
Why is there no Optionals tile on the booking? The class's settings set has Optional switched off. Switch it on as in step 6, or ask a company administrator.
Why is the add-on missing from the Other window? It is not linked to this booking's vehicle class. Check isSelected on the class's Link optional options screen (step 5). If the booking was moved to another class, only add-ons linked to the new class are listed; see Change the vehicle or class on a booking.
Why did ticking isCharged do nothing? isCharged only works on a row where isSelected is also ticked. Tick isSelected first, then isCharged.
Why does a customer not see an add-on online, although it is linked to the class? Check two things on the Extra screen: is enabled for web must be Yes, and if Apply custom web days is Yes, the rental length must fall between the minimum and the maximum. If both are right, check Option special: add-ons with a value other than General are handled differently; see Special add-on types.
Why did an add-on stay on a booking after the dates changed and it no longer fits the rental-length limits? The limits are only checked when add-ons are offered or added automatically. Changing the dates keeps every add-on already on the booking and moves it to the new dates. Remove it with Optionals if it should no longer apply; see Change a booking's dates.
Can I offer an add-on at one branch but not another? Yes, through the classes. Each class belongs to one branch, so link the add-on only to the classes at that branch (step 5). Do not use Link to all asset groups for this, because it links every class at every branch.