Learn how to set up RentProg in your rental in less than thirty minutes.
The main working device for using RentProg is a computer or laptop. Although the applications on the phone have almost all the functionality, it is still more convenient to work on a large screen, so it is better to carry out the initial settings and training on a computer.
RentProg is a cloud service, so all work takes place in an Internet browser or mobile application. For working on a computer, we recommend the following browsers: Google Chrome, Yandex Browser. The service works the same in other browsers, but there may be unexpected errors, so it is better to use the recommended ones.
On mobile devices you can work through a browser, or you can install a mobile application. The applications are suitable for use on mobile phones and tablets. Minimum operating system versions: iOS 13 and Android 5.1.
So let's get started!
Immediately after registration, for ease of familiarization, demo content is automatically generated, which will need to be deleted after familiarization with the service.
When you load the start page, you will be asked to take a short orientation tour. To continue, click Next. If you want to skip this step and start exploring the demo content for yourself, click Skip.
Let's fill out your profile. To go to your user profile, click on your name (avatar) in the upper right corner of the screen and select Profilefrom the drop-down menu. Here you need to fill in your details, name, phone number. To receive notifications about new bookings in Telegram, you need to fill in your Telegram Id and connect our bot, more details here, but at this point this is not necessary at this stage.
It is necessary to fill in your real phone number as it is needed for some functions, and most importantly so that we can contact you and help if something goes wrong or errors occur.
Before setting up a company, you must remove the demo content. If left, errors may occur. This can be done in two ways:
- If at the top you see a warning banner about the presence of demo content, then there is a “Delete” button, you need to click on it and the demo data will be deleted.
- If you do not see a banner about the availability of demo content, then in the company settings (click on the top right of the avatar, find the item Company Settings) there should be a duplicate banner with a proposal to remove the demo content.
After the demo data has been deleted, you can begin setting up your company.
To fill out your company details, click on your name (avatar) in the upper right corner of the screen and select Company Settings from the drop-down menu. After making changes, you must always click on the “Save” button.
The first tab is Prices. Here you need to set your periods (ranges) and seasons of prices.
Price periods are periods of time in a day after which the price for car rental changes (a discount is provided). By default, four price periods are created - 1-3, 4-7, 8-15 and 16-31 days. Use the sliders to adjust. To add another period, click plus, to delete - minus. In the future, when filling out car cards, each period will have its own price field. If your prices are constant and do not depend on the number of rental days, select one period: 1-31 days. When further filling out car cards (rental objects), each period will have its own price field. If your prices are constant and do not depend on the number of rental days, select one period: 1-31 days. You can set a maximum period of less than 31 days, but no more. If you need to set a period with the same number of days, for example, 1-1, this is also allowed.
Price periods must not overlap. For example, 1-3, 4-7 is correct, 1-3, 3-7 is incorrect.
Next, you need to configure price seasons. If you deleted the demo content, you will see “No price seasons” in this section. To add a season, click the plus button and select dates; to delete an erroneous season, click on the trash can icon.
Price seasons - are periods of time during the year during which certain prices are valid (For example, increased prices during times of high demand). This is an optional parameter; you can also manually add discounts to each booking. However, it is more convenient and there will be fewer errors, so we recommend using seasonal prices so that if you book early, the season prices are used rather than the current ones.
When creating price seasons, you must specify the correct number of days in a month(28, 30 or 31), otherwise the calculation will be incorrect. It is also important to set seasons within the calendar year, for example, May 1 - September 1 is correct, and December 20 - January 10 is incorrect, these are two seasons, December 20 - December 31 and January 1 - January 10.
Now let's go to the second tab Rental. Here you need to fill in the minimum client age limit, minimum number of rental days, as well as mileage limit per day and excess mileage cost per km (if applicable, if not, leave in line 0). In the minimum gap between bookings paragraph, you must indicate the time in hours required to prepare the car for pickup, which will be taken into account when booking and sorting available cars.
The minimum age of the client and the number of rental days are taken into account when creating a reservation. If there is a discrepancy, the system will issue a warning.
Next, let's go to the third tab Company. Here you need to fill in the company data. Please provide only real data, otherwise the data will be incorrect when generating documents.
On the fourth tab Templates you need to download agreement templates for individuals and legal entities, accounts and acts. The template is a document in docx format (a regular “Word” file from Microsoft Office, Yandex Documents, etc.). To customize the template, combine your current documents, agreement, act into one file and insert variables into it (you can view the variables here ). Samples of completed templates can be found on the Templates tab. Changes to templates are made by simply downloading new versions. Sometimes, in order for templates to be updated, you need to log out of your account and log in again. If you have problems creating a template, contact technical support - we will help you!
You only need to upload the template in docx format. The file name should be simple, without spaces or symbols, for example, agreement.docx
Next is the Beacons tab, but in this tutorial we will skip it, we will dwell on it later. Go to the next tab Notifications.
In this tab, you can enable/disable alerts and create notification templates for your clients via e-mail and WhatsApp. To view variables, click on the Available variables and tags drop-down list at the bottom of the page. Using them, you can insert the client’s name, etc. into the message. You can find more information about setting up notifications here.
Let's move on to the next tab Clients. Here you can add client sources. This will be useful when adding new clients, where you can indicate where the client came from. This is useful for tracking advertising effectiveness and will help control acquisition methods.
Now you can start adding cars.
To add a car, go to the Cars section and click on the "Add car" button.
In the Characteristics tab, the following fields are required: name, car code, license plate number. Other parameters can be added later.
Name - as a rule, this is the make and model. This field will be seen by clients in all notifications, as well as if you use our booking form for the site.
Car code is a unique designation of a car to identify a specific car in the company. It should be short, convenient and understandable for employees. By code you can distinguish cars of the same model from each other, for example: Dacia Sandero - DS1, DS2, etc. Most listings only show cars by code. Please note that in order for the code to display correctly on various devices, it must be short. We recommend introducing a system by which you will subsequently compose understandable codes, for example, the first letters of the make and model, and the three digits of the license plate number. You can also enter a letter indicating the gearbox, for example, A - automatic gearbox, M - manual gearbox.
Number plate - the license registration plate of the car. Necessary for identification within the system, as well as for monitoring fines.
Let's go to the Maintenance tab. Here you need to fill in the data for periodic maintenance of the car (mileage, insurance expiration dates, date of last oil change, etc.). You can return to this tab later, but you should be sure to fill it out in the future to receive reminders when maintenance is required.
We have minimally filled out the car card, then you need to click the “Save” button. After saving the new car, you will automatically be taken to the Prices. There are two states of the car, active and inactive. Immediately after creation, the car is in an inactive state, it is not included in the rental and no payment is charged for it. To make it active, you need to add prices.
You cannot activate a car until the basic prices have been added. An inactive vehicle is not included in the rental.
Let's go to the Prices. To add prices, click on the "Add" button. A price line will appear according to the configured periods. In the first field you need to select the season "Basic prices", in the remaining fields you need to fill in the prices themselves, taking into account the discount for the duration of the rental (period). After filling in all the prices, the “Save prices” button becomes active, click it. If you need to fill in seasonal prices, we perform the same operation, only selecting the desired season in the first field.
Below there are several fields, we need to fill in Price per hour and Deposit.
Price per hour - the cost of an hour of additional time if it exceeds a day. This is agreed upon extra time and does not apply to penalties. For example, the start date and time of the rental is 02/25/2023 10:00, the end date is 02/27/2023 12:00, the additional time here is two hours and at a price per hour of 5 EUR, the system will calculate an additional payment to the rental cost of another 10 EUR.
Deposit - as a rule, this is a security amount that will be returned after the rental. If you do not take a deposit from clients, then simply leave zero in the field.
Now the car is ready to go, let's click on the "Activate" button. If you did everything correctly, the car will be activated, if a warning appears, please check whether you have filled out all the required fields and added the main prices.
You have completed basic system setup! You can now create your first reservation.
Creating a booking
To create a reservation, go to the Bookings section and click on the "New booking" button. Select a car. Next, you need to either select an existing client or add a new one. Let's add a new client by clicking on the plus person icon on the right.
The fields “Last Name” and “First Name” are required. We also recommend entering the client’s date of birth, phone number and e-mail, as they will be needed to generate the contract and send notifications. The more data about the client you enter when creating it, the better. The new client is automatically selected. All added clients are saved, and in the future, when the client contacts you again, you will be able to select him from the database.
Next, select the start and end date and time of the rental. The rental price will be calculated automatically. You can also add discounts and additional services. Creating reservations is quite flexible, there are many settings, there are technical reservations, but we will study this in a separate article. Let's click on the "Create" button. After creation, you will automatically be taken to the reservation card, where you can edit it, make a payment, etc. When manually creating a reservation, it is immediately activated and the car becomes unavailable for rent for that time. After the rental is completed, the reservation falls into Inactive and can be archived after verification by the administrator.
The system supports two ways to create booking - manually (in this case, the reservation immediately becomes active) and receiving a booking from the company website using integration API or ready application form.
Congratulations! You have read the brief instructions for working with the RentProg service! To learn more about the capabilities of the system and the operation of each section, use the menu or search. If you have any questions, we will be happy to answer them in the support chat (blue icon on the right).