Booking Rules

The Booking Rules decide when vehicles can be booked, for how long, and what drivers are asked at check-out and check-in. They apply to every pool in your business. Only owners and admins can change them.

Open them from Settings then Booking Rules, or from the Pool Bookings page. Changes save automatically as you make them, so there's no save button to forget.

Booking window

• Weekend bookings: lets drivers book vehicles for Saturdays and Sundays.
• Earliest start: same-day bookings can't start before this, in the pool's time zone.
• Latest return: same-day bookings must be back by this. Bookings over more than one day aren't limited by these hours.
• How far ahead: how many days in advance a driver can book.
• Back-dating: how many days in the past a booking can start. 0 means no back-dating.
• Longest booking: the most a driver can book in one go. 0 means no limit.
• Longest booking for managers: pool managers' own limit. 0 means they follow the driver limit.
• Turnaround: minutes kept free after each booking to clean and refuel. A pool's own turnaround replaces this.
• Bookings per driver: how many current or upcoming bookings one driver can hold. 0 means no limit.
• Ask what the booking is for: drivers must add a purpose before they can book.
• Block non-compliant vehicles: stops bookings on vehicles with expired rego, an overdue service or a critical alert. Switched off, it only warns.

Check-out and check-in

• Odometer at check-in: asks for the odometer reading when the vehicle comes back.
• QR sticker check-in: lets drivers check out and check in by scanning the vehicle's QR sticker.
• Require a scan to check out: drivers must scan the sticker at the vehicle before they can take it.
• Early check-out: how many minutes before the booking starts a driver can collect the vehicle. 15 by default.
• Undo window: how long a driver has to undo a check-out or check-in made by mistake. 10 minutes by default.
• Fuel level: whether drivers record the fuel or charge level at check-out and check-in. Off, Optional or Required.
• Cleanliness: whether drivers rate how clean the vehicle is. Off, Optional or Required.
• Low fuel level: a reading below this flags the vehicle and tells the pool manager. 0 to 100.

No-shows and overdue

• Cancel no-shows: cancels a booking automatically when the driver hasn't checked out in time.
• Grace period: how long after the start time a booking waits before it's cancelled as a no-show.
• Alert managers after: tells the pool manager once a vehicle is this many minutes late back.
• Remind the driver every: how often the driver is reminded while the vehicle is overdue.

Notifications

• Check-out and check-in emails: emails drivers when they check a vehicle out or in.
• Calendar invites: attaches a calendar invite to booking emails.
• Tell managers about check-outs and check-ins: notifies pool managers each time a vehicle goes out or comes back.
• Send check-in comments to managers: passes on what drivers write about the vehicle when they return it.