Introduction
A vehicle class is what a customer books — "Compact", "Estate", "9-seat van" — rather than one particular car. The app calls a class an asset group and a vehicle an asset.
Classes live on the screen headed Asset groups: a table of your classes with a New Asset group button above it. Opening one shows the screen headed Asset group: a grey panel at the top (identity and deposit on the left, switches on the right), a row of tabs below it, and Save and Cancel at the bottom.
You come here when:
- a new model joins the fleet and should be rented out as its own class
- a class should come off the website for the winter
- a weekend rental is charged as three days and should be two, or the other way round
- you are checking which vehicles and upgrades belong to a class
| The screen says | It means |
|---|---|
| Asset group | A vehicle class |
| Assets | The vehicles in the class, listed by registration number |
| Web | Your website and its booking widget |
Website text and photos are on Write the website text and photos for a vehicle class; prices are on Set rates and mileage prices for a vehicle class.
How to use
Configuration
The class screen is itself the configuration. Before a class can be saved or found, it needs:
- a Branch to belong to;
- a class settings profile in Asset group settings — a new class gets your default one; see Change which fields your vehicle records show;
- a Category. Saving works without one, but the desk's availability search always searches within one category, so a class without one never appears there.
Before you start: the Product design item in the Admin menu, the Asset groups screen and its Save button need the Company admin role. Other staff can book a class but cannot change its setup — ask your administrator.
Using the Asset groups screen
From the main menu, open Admin, then Product design. On the tile page headed Product design, click the Asset groups tile.
1. Open or start a class. Click a row, or the pencil icon at the end of it. For a new class, click New Asset group.
2. Fill in the left-hand column. Skim this table once; come back to rows as you need them:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| Branch | Empty | The branch the class belongs to | Required |
| Category | Empty | The family the desk searches in, such as cars or vans | Pick from the list |
| Name | Empty | The class name, at the desk and online | Required |
| Code | Empty | A short code, such as CMP | Required |
| Secundary code | Empty | A second code; appears once Code is filled in | Text |
| Display order | Empty | The class's place in the desk's availability search | Required; numbers of equal length (see Key details) |
| Default deposit | 0 | The deposit when nothing else sets one | Whole euros |
| Asset group settings | Your default profile | Which extra sections the class has | Required; Add settings makes a new profile |
3. Set the four availability switches in the right-hand column. Each works on its own:
| Switch | Starts as | What Yes does |
|---|---|---|
| Active? | Yes | Keeps the class on your website. No takes it off; the desk's availability search still shows it |
| Display on Web? | Yes | Shows the class on your website. The desk is not affected |
| On request (web)? | No | Online bookings of this class arrive Unconfirmed, with a reservation-request email instead of a confirmation. Only visible while Display on Web? is Yes |
| Always available (web)? | No | The website never shows the class as fully booked, and keeps taking bookings when every vehicle is out |
Below them sit Price calculation (see Key details) and Dynamic pricing? — see Raise or lower online prices with demand.
4. Link vehicles. On the Assets tab, pick each vehicle in the Assets box by registration number; remove it from the box to take it out. The vehicle's own record does the same — see Add a vehicle to your fleet.
5. Link add-ons and upgrades. The Options tab holds Link insurance options, Link mileage package options (only when the settings profile has Mileage package on), Link other options and Link upgrades. The first three are explained in Offer an add-on and add it to a booking.
Link upgrades lists your other classes. Tick Upgrade offered on each class the desk may move a customer up to, and type its place in Display order. Each tick and number saves the moment you make it; Close undoes nothing, so untick to remove. The desk uses these under Upgrade — see Change the vehicle or class on a booking.
6. Write the rental conditions. On RentalConditions, then Rental Conditions, type the terms for this class. The text saves as soon as you click outside the box, and Cancel does not undo it. The Translation tab beside it has a New Translation button per extra language; the red bin link Cancelar deletes a translation.
7. Press Save. Anything missing is named under its field — Required under Branch, or Name is empty, Code is empty, Display order is empty, Settings are required., and Conditions is empty for an empty translation. Cancel undoes the panel and the Assets tab, but not upgrades or rental conditions.
To stop renting a class, set Active? to No. The bin icon on a row of Asset groups deletes the class altogether.
Key details
How a day is counted. Price calculation has two choices:
| Choice | How the rental is measured |
|---|---|
| 24Hours | From the pickup time; every started 24 hours is a day |
| CalendarDays | From 08:00 on the pickup day, so each calendar day counts. Rentals under 8 hours use the real pickup time |
At €45 a day, a pickup on Friday at 15:00 and a return on Sunday at 12:00 is 45 hours under 24Hours — 2 days, €90. Under CalendarDays it runs from Friday 08:00, 52 hours — 3 days, €135. Under 24Hours, returning at 15:01 the day after pickup is already day two. The same count picks the rental-length band — see Set up pricing periods and duration bands. Changing the choice does not reprice existing bookings.
Deposit and excess. Default deposit is the last fallback: a deposit typed on the booking, the customer's own terms or the chosen insurance all come first. The excess falls back the same way but has no field here — a new class starts at €1,000; set a different one through an insurance option. The full order is on Set up the insurance a customer can choose.
The "from" price is text only. From price on the Web tab is the "from €…" figure your website shows. The app never calculates it or prices with it, so update it by hand when rates change.
Display order sorts as text. The availability search sorts classes by Display order, then Code, as text: 100 comes before 20. Use equal-length numbers — 10, 20, 30, or 010, 020, 100. After saving, each vehicle in the class shows its class as order, code and name, such as 10 CMP Compact.
The other tabs. Images and Web hold website text and photos; Tags holds filter labels — see Add tags to vehicles and vehicle classes. Specifics (Doors, Passengers, Fuel policy) shows No specifics to be added. unless the settings profile has Vehicle properties on. Fixed location also needs the matching operational setting, as the tab says.
What to do next: give the class its prices in Set rates and mileage prices for a vehicle class — until then it has nothing to charge — then write its website text in Write the website text and photos for a vehicle class.
Q&A
Why is a class shown as available online when every vehicle in it is already out? Its Always available (web)? switch is set to Yes. With this setting, the website does not check the fleet for that class, and nothing checks it later either. Set the switch to No unless you can really get another vehicle every time.
Why is the booking price a day higher, or lower, than the customer expected? Check Price calculation on the class. CalendarDays counts every calendar day the vehicle is out, and 24Hours counts started 24-hour blocks from the pickup time. To price an existing booking again after changing it, see Adjust the price on a booking.
Why does every website booking for one class arrive unconfirmed? That class has On request (web)? set to Yes. Confirm each booking yourself — see Confirm a booking. Or set the switch to No if the class can be booked straight away.
Why is the deposit on a booking not the class's Default deposit? Something earlier in the order set it: the customer's own deposit terms, the insurance chosen on the booking, or a deposit typed on the booking by hand. See the order in Set up the insurance a customer can choose, and the customer's side in Set a customer's payment and invoicing terms.
Why does a class I switched off still show in the desk's availability search? Active? and Display on Web? only affect your website. The desk's search looks at the category and the branch. To stop taking a class at the desk, stop picking it there. You can also take its vehicles out of the class on the Assets tab.
Why does a new class never show up in the desk's availability search? Check three things on the class. First, it must have a Category. Second, its Branch must match the branch of the pickup and return locations you searched from. Third, it needs vehicles on its Assets tab. See Search for an available vehicle.
Why is a new class missing from my website? Check that both Active? and Display on Web? are Yes. If they are, the class may have no rates on your default price list — see Set rates and mileage prices for a vehicle class. For the website side, see Set up the booking widget on your website.
Why is Link mileage package options missing on the Options tab? The class's settings profile has Mileage package switched off. Change the profile in Change which fields your vehicle records show, or pick a different profile in Asset group settings.
Why is Product design missing from my Admin menu? Your account does not have the Company admin role. Ask your administrator.
- Set rates and mileage prices for a vehicle class — give the class its prices.
- Offer an add-on and add it to a booking — the extras, insurance and mileage links on the Options tab.
- Write the website text and photos for a vehicle class — the Images and Web tabs.
- Change the vehicle or class on a booking — where the upgrades you link are used.