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Extend, swap, call off, roll on and overdue hires

Change 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.

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The problem it solves

A site manager phones to off-hire a machine, and the bill runs on for another week because nobody wrote it down.
A car breaks down mid-hire and the replacement goes out with no check of either car.
Extensions are agreed on the phone and the next customer's booking clashes.
A car is three days late and no one has called the customer.

How it works

Extend or Shorten: choose the new end and a reason. A longer time is checked free first, and the rent is worked out again.
Swap: choose another ready car and Swap At. Before it goes out the car is simply changed. While it is out, the line ends at that time and a new line takes over. The old car comes back through its return check, the new one goes out through its handover check.
Call Off: choose the lines, Called Off At (nothing is charged after it), a Call-off Number (empty: the next number), Asked By and a note. The customer is told.
Customers can call off themselves from their web page or the app and get the call-off number at once. Ask to Extend sends the salesperson a to-do.
Every hour, hires that roll on go on by their roll period. Cars past their end and not back give the salesperson an Overdue to-do.

Everything it does

Extend or shorten

On the order or from a list of lines; for lines not yet back or called off
The end must be after the start; a longer time is checked free
Kept in the line's history as Extended or Shortened

Swap

Only a ready car, different from the one now
Before going out: the car is changed and the rent worked out again
While out: the old line ends at Swap At, and a new line is reserved from then to the old end. Both checks open together where templates exist
The new car's papers and readiness are checked as for any Out
Kept as Swap on both lines, with the car before and after

Call off

Only for lines out; several at once
Call-off number from your own sequence, or typed
Billing stops at the call-off time or the return, whichever is first
With pickup and drop, a collection job is planned
With a notice period or lock-in on the order, a short-notice call-off adds an Early End charge to confirm

Roll on and overdue

Rolls On on the order's Term tab, with Roll By (days, weeks, months) and Roll Length: 1 month to start with
Checked every hour; the line's end moves on by whole periods
If the car is booked later by someone else, the salesperson gets a Roll-on clash to-do to swap one of them
Overdue: once per line, a to-do for the salesperson and a message to the customer
Due Back: about a day before the end, to the customer

Who uses it

Rent UserExtends, swaps and calls off hires, and follows up overdue cars.

SalespersonGets the Overdue, Roll-on clash and Extend to-dos.

CustomerCalls off from the web page or the app and asks to extend.

Where you use it

Web: the order's Call Off and Extend or Shorten buttons, and Swap on each line. Rental > Bookings > Out and Due with filters Called Off and Overdue
Customer pages and the SmartMy Rental app: Call Off and Ask to Extend. Built and in testing, not in the app stores yet)
The SmartMy Rental Staff app: Call Off on an order
Not done by the customer alone: an extension asked online waits for your staff to make it

What you control

Settings

Roll By and Roll Length per order: 1 month
Late Return Fee (%): 0; Late Return Grace: 1 hour
Charge Short Notice and Lock-in: on

Notifications

Rental Called Off: to the customer when lines are called off, with the number
Rental Overdue and Rental Due Back: to the customer
In the app for customers with a login, and by the first channel that works in the order WhatsApp, email, SMS
WhatsApp and SMS use your message credits; app push is built in and not switched on yet
Customer messages go out on every plan, Starter included

Questions

Is anything charged after a call-off?

No. Rent stops at the call-off time or the return, whichever is first, even if the car is collected later.

Can the customer extend online?

They can ask. Ask to Extend sends the salesperson a to-do with the date they want, and your staff extend the hire after checking the car is free.

What happens to the rent when we swap?

While out, the old line is charged up to the swap and the new line from then, each worked out again from its rate plan.

Is a late car charged extra?

The late time is billed as rent. With Late Return Fee (%) set, a share of that rent is added as a Late Return charge. A manager confirms it, after the grace hours.

Related features

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.HIRE ORDERSLong hires with notice period, lock-in and customer sitesMonthly and open-ended hires carry a notice period and a lock-in date. When a customer calls off short or ends before the lock-in, the rent of the time short is worked out for you. It waits as an Early End charge for a manager to confirm. Each hire can be booked to the customer's own site with its PO.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.CUSTOMERSCustomer pages: on hire, call off, extend, check reports and paymentsYour business customers sign in to a Rentals page that lists what they have on hire at each site. They call off with a call-off number, ask to extend, read and dispute check reports, pay what is asked and see their invoices.DRIVERS AND DELIVERYDelivery and collection with zones and chargesBring 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.HIRE ORDERSPlanning board: drag to move, click to bookSee every car and machine by day on one board, with bookings, cars out, call-offs and blocks as coloured bars. Drag a reserved booking to another day or car, and click a free day to start a booking for that car.

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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