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Delivery and collection with zones and charges

Bring the car or machine to a hotel, the airport or a site and fetch it back. A delivery job is made when the hire is confirmed and a collection job when the customer calls off. They are priced by zone or distance, with after-hours and waiting charges.

PLANSEvery plan

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The problem it solves

Airport drops are booked on a phone and the driver hears about them an hour before.
The delivery fee is quoted differently by each person at the counter.
A late-night drop or forty minutes of waiting at a hotel is never charged.

How it works

Set your Delivery Zones per depot, each with a Price Each Way. In Settings set the price per km or mile, the delivery hours, the after-hours share and the waiting price per hour.
On the order's Pickup and Drop tab tick We Deliver and We Collect. Give the address, the place (a hotel, terminal, gate) and the zone or the distance.
Confirm the order. A delivery job is planned for the half hour before the hire starts, and its charge is added to the order's extras.
When the customer calls off, a collection job is planned from the call-off time for two hours, with its charge.
Give the job a driver and, for machines, a truck. The driver presses On the Way, records any waiting, and presses Delivered or Collected.
Delivered sends the items out through their handover check, signed with the customer at the door; Collected brings them back through the return check. Waiting time is charged when the job is done.

Everything it does

Prices

The zone's Price Each Way, or the distance times the price per km or mile when there is no zone
Distances in kilometres or miles, as set for the Entity (kilometres to start with)
After-hours share added when the slot starts outside the delivery hours: 50 % to start with, hours 08:00 to 20:00
Waiting per hour, charged for the minutes waited when the job is done, as a Waiting Time extra
Work Out the Charge again after changing the zone, distance or slot; the charge can also be typed

The job

Kind (Delivery or Collection), order, items, customer, depot, address, place and contact phone
Zone or distance, slot From and Until, method Driven by Our Driver or On a Truck / Trailer, driver and truck
Statuses: Planned, On the Way, Done, Cancelled
Cancel while planned; its charge line is taken off the order
A collection for more items called off later joins the planned collection job

The list

Rental > Bookings > Deliveries and Collections: a list and a day calendar
Filters To Do, My Jobs and Slot; group by driver, kind, status, day or Entity

For drivers

In the staff app: Bookings > Deliveries and Collections in the Menu. It has Only my jobs, Call, Map, On the Way, Waiting, then Delivered or Collected
Delivered or Collected opens the handover or return check with photos and signatures
A driver with only the Rental Driver role sees their own jobs and nothing else

Who uses it

Office staff (Rent User)Set delivery on the order, plan the jobs, give them drivers and trucks.

Delivery driverWorks the job in the app: on the way, waiting, delivered or collected with the check.

CustomerGets a message when the driver leaves (Growth), and signs the check at the door.

Where you use it

Web: the Pickup and Drop tab of the order and Rental > Bookings > Deliveries and Collections. Also Rental > Configuration > Places and Items > Delivery Zones and Rental > Configuration > Settings > Pickup and Drop
The SmartMy Rental Staff app and the SmartMy Rental Driver app: Deliveries and Collections in the Menu. Built and in testing, not in the app stores yet)
Not made by itself: a collection for a hire that ends on its date without a call-off; add that collection job yourself
Not built: route planning across jobs, and distance worked out from a map; the distance is typed

What you control

Settings

Price per km / mile: empty to start with
Delivery hours: 08:00 to 20:00
After-hours share: 50 %
Waiting per hour: empty to start with
Distances In: kilometres to start with (or miles)
Delivery Zones: none until you add them

Notifications

Rental Driver on the Way: to the customer when a delivery or collection job leaves. WhatsApp first where you have a WhatsApp provider and message credits, otherwise email, then SMS, and in-app
It goes out at once; a person can switch off a channel, never the message, and in-app notices always arrive. App push is built and not switched on yet
Messages to customers come with Growth

Questions

Can we charge more for a 6 am airport drop?

Yes. A slot that starts outside your delivery hours gets the after-hours share added: 50 % to start with, outside 08:00 to 20:00. Both are settings.

Can the driver record that they waited at the hotel?

Yes. The driver enters the minutes in the app with Waiting. When the job is done, the waiting price per hour is charged for them.

Is the car checked at the customer's door?

Yes. Delivered opens the handover check and Collected the return check, with photos, readings and the customer's signature on the phone.

Is the collection planned by itself?

When the customer calls off, yes: from the call-off time, for two hours. For a hire that simply ends on its date, add the collection job yourself.

Related features

HIRE ORDERSExtend, swap, call off, roll on and overdue hiresChange a hire while it runs: extend or shorten it, or swap the car through return and handover checks. Call it off with a call-off number, and nothing is charged after that time. Hires that roll on go on by themselves, and overdue cars are flagged every hour.CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.CUSTOMERSThe SmartMy Rental Staff app for the yardCounter and yard staff run the day from a phone. They see what goes out, comes back, is called off or overdue. They handle each car by QR scan, depot transfers and deliveries. Every handover and return check is done on the phone, with photos, readings, damage and signatures.CHAUFFEUR AND WET HIREThe SmartMy Rental Driver appChauffeurs, operators and delivery drivers see their own duties and jobs on the phone. They start duties with a check, fill in the docket, get the customer's signature, and mark deliveries on the way and done. The app is built and in testing, not in the app stores yet.HIRE ORDERSHire orders from quote to returnEvery hire runs on one order. It starts as a quote and is confirmed with the cars reserved. It goes out through a handover check, comes back through a return check, and is closed once billed. Class bookings get a free car at confirmation, and clashes are refused with the booking named.FLEET AND DEPOTSDepots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.

See your fleet on it.

Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.

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