Vehicle assignment for new bookings

You can set up the site to having a vehicle automatically assigned, or permit all users or designate specific users to select an available vehicle from a list for booking.

Automatically assign vehicle based on system settings

By default, the system automatically assigns vehicles to new bookings according to predefined vehicle assignment logic.

Vehicle Assignment Logic

When a booking request is submitted, the system assigns the vehicle based on the below logic.

First, determine if the user has a dedicated or preferred vehicle. If they do and it is available, assign it to their booking. If no such vehicle is available, proceed with the following steps:

1. Compile a list of all vehicles that are available during the requested time frame.
2. Narrow down this list based on the requirements specified in the booking form, including Vehicle Type, Accessories, and other relevant criteria.
3. Rank vehicles based on their Booking Priority, with lower priority numbers receiving higher ranks. A blank booking priority is considered the highest rank.
4. For vehicles with the highest rank, rank them again based on the settings on Administration > System Configuration > Booking Rules, assign the vehicle with the highest rank to the booking.
   

Allow user selecting vehicle

The site configuration can be adjusted to permit all users or only specific users to choose from a list of available vehicles when making a booking.

Enable Vehicle Selection for All Users

The configuration can be found on Administration > System Configuration > Booking Rules, under Configuration section. Once enabled, all users will have the ability to select a vehicle when making bookings.

Granting a specific user the special permission to select a vehicle

To grant a specific user the ability to select a vehicle, navigate to the user's profile and enable the Allow Selecting Vehicle option within the Special Permission and Notes section. This will allow the user to select a vehicle even if the site-wide Enable User Selecting Vehicle setting is disabled.

Choosing a Vehicle During the Booking Process

When the site-wide Enable User Selecting Vehicle setting is activated, or if a user has been granted special permission, they will encounter a "Select Vehicle" button on both the new booking page and the multi-booking page, replacing the standard "Book Now" button. By clicking this button, users can view a list of available vehicles, enabling them to choose one for their booking.

Allow users to change vehicle for an existing booking

To enable this feature, simply check the Enable User Change Vehicle option located in the Automation section under Administration > System Configuration > Booking Rules. Once this setting is activated, users will have access to a "Change Vehicle" option on the home page when they are editing an existing booking.

If the site is configured to automatically assign vehicle to bookings, the change vehicle function will reallocate the booking to the next available vehicle based on the vehicle assignment logic.

If the site-wide Enable User Selecting Vehicle setting is active or the user has been granted the special permission, they will also have access to the Change Vehicle option on the Update Booking page, allowing them to choose a different vehicle for their existing booking.