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Administration manual


1. About the manual

2. Making reservations.

3. Later modifications and cancellations by the client

1. About the manual

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.

2. Making reservations

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.

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.


3. Later modifications and cancellations by the client

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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