| Administration manual
1. About the
manual
2. Making reservations.
3. Later modifications and cancellations
by the client
This manual describes the steps of booking a car for rental. All
the screenshots are based on the demo page without design. The real
page could have any design the car rental firm desires. The demo
manual does not include all the options, as the appearance of the
booking pages depend largely on options set by administrator on
Location Info page.
On the first page of booking process, the client has to set the
Pick-up & drop-off details (Screenshot 1). Pick-up
details are on the left side of the page, drop-off details are on
the right. Pick-up location is set already, the client has to
select the date and time from Date and Time drop-down
menus. As the drop-off location may differ (if the administrator
has enabled this option for the location), the client can select
another City and Location. Of course, the drop-off
Date and Time has to be set. The Date and
Time selection possibilities depend on the business hours of
the location (as set by administrator on Location info
page). As said on the screenshot, if the client needs to get or
return the car after hours that do not appear available in the box
above, he/she can specify this in Comments box on the bottom
of next page (to be confirmed by rental company).
Next the user has to insert the Driver’s age, as it
can be used in rental cost calculations.
Screenshot 1. First page of booking.
The demo page displays text: “Insurance can always be
added at the time of rental. Additional insurance costs may apply
at time of rental if not indicated here, yet desired.” If
other options are set in Location Info page, there might be
radio buttons in addition, which would allow the client to decide,
if he needs insurance or not, and a drop-down menu to select the
preferred insurance type.
The user can now continue the booking by clicking on Next
button.
The second page of booking process displays the already set
Pick-up and drop-off details at the top (Screenshot 2). If
the client is no satisfied with them, he/she can always go back to
edit them by clicking on Change Information button.
Screenshot 2. Second page of booking – 1.
The next is the Vehicle Information section (Screenshot
2). It contains a five-column table with rows for every possible
car type available at that time period in that location. The car
Class, Type, and the Cost for that time period
are displayed. The client has to select a car for rental by
clicking on the radio buttons in the last column. The cost of
rental is displayed in a TOTAL field below the table.
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The user can view details about the car by clicking on Car
info links in the table column Info. A pop-up window will open
(Screenshot 3). The client can see the number of doors, the number
of passengers, fuel and transmission type, availability of air
conditioner, etc. Car picture and price table are also visible. The
existence of the Car info page and the contents of it depend
on settings checked on the Location info page. |
Screenshot 3. Car info pop-up
window. |
After the client has selected the car, he/she has to enter
his/her personal details (Screenshot 4). The section contains the
following fields:
Title – Mr., Mrs. or Ms. has to be selected from
the drop-down menu.
First name – the first name of the client.
Last name – the last name of the client.
Address – the address of the client.
City – the city of the client.
Country – the country of the client.
State/Province – the state or province of the
client.
Zip – the postcode of the area, where the client
lives.
Phone No – the phone number of the client.
Fax No – the fax number of the client.
E-mail – the e-mail address of the client.
All but State/Province and Fax No are
mandatory.
The next section is Payment method (Screenshot 4). The
client has to select the credit card type from Credit Card
drop-down menu, insert the Cardholder’s name,
Credit Card number and the Cvv2/cvc2 number (The 3
digits in back of credit card, next to the signature) into the
appropriate fields. The card’s expire date has to be selected
by Expire Date drop-down menu.
The last field on the page – Comments, is meant for
any kind of client comments. As mentioned earlier, the customer
should specify there, if there is need for getting or returning the
car outside the business hours of the rental company.
Screenshot 4. Second page of booking – 2.
The client has to agree to Terms of Agreement by checking
the box below the Comments field, before he can proceed with
the booking. He/she can read the terms in a separate window by
clicking on the Terms of Agreement link (Screenshot 5). This
page contains whatever information the administrator inserts
there.
Screenshot 5. Part of Terms of Agreement page.
The client has to click on Reserve button at the bottom
of the page to proceed with booking. He/she can go back in booking
process by clicking on Back button. If some inserted data is
incorrect when clicking on Reserve button, the client will
be notified about it in red ink at the top of the page (Screenshot
6).
Screenshot 6. Error messages.
If everything is Ok, when clicking on Reserve button, a
page with all the inserted data will be displayed (Screenshot 7).
If the client agrees to everything, he/she can confirm the
reservation by clicking on Click here to reserve button. The
other button – Change information – will take
him/her back to previous page.
Screenshot 7. 3rd step of reservation.
If the client confirmed his/her reservation, the car rental
confirmation page will be opened (Screenshot 8). The client has to
print it out. There is a special PRINT link for this at the
top of the page. (Only the top of the page is displayed in the
manual.)
Screenshot 8
The system informs the client about the success of booking by an
automatic e-mail. The administrator can view the new reservation in
his/her part of the system now.
If the client has a wish to modify or cancel the reservation
later, he can do this also online. He needs to enter the e-mail
address he/she provided and the reservation Confirmation No. taken
from the confirmation page that he printed out (Screenshot 9). This
login page can be accessed from the car rental firm’s
homepage or from BCRS’ homepage. The screenshot is taken from
BCRS’s homepage.
Screenshot 9. Log in page for the client.
After the client has successfully logged in, his/her reservation
details are displayed (Screenshot 10).
If the client decides, that he/she has no wish to modify
anything, he/she can always log off the system by clicking on
Logout link in the upper right corner of the page. Below the
reservation details there are to buttons – Cancel and
Modify.
Screenshot 10. Reservation cancellation and modification
page.
If the client has a wish to cancel the reservation, he/she must
click on Cancel button. The system asks him/her to confirm the
decision (Screenshot 11).
Screenshot 11.
If the client has a wish to modify the reservation, he/she must
click on Modify button. A new page will open, where he/she can
modify all the details (Screenshot 12). After modifying, the client
can either confirm the changes by clicking on Save changes button
at the bottom of the page or cancel the modifications by clicking
on Logout link. Save changes will bring him/her back to the initial
page after login (Screenshot 10), but with modified data already.
The system will confirm, that the changes have been made, by an
automatic e-mail to the client.
Screenshot 12. Details modification page.
In the administrator’s part of the system, the status of
cancelled messages moves to Cancelled and those of modified to
Modified. The further actions on these reservations depend on car
rental firm’s preferences. There are means in the system for
confirming or refusing the modifications (special e-mail templates
also exist), charging for additional money, returning the deposit,
etc. The client can be informed about any possible fees for
modifications or cancellations through Terms of Agreement page
(Screenshot 5).
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