Agency bookings

The Bookings screen gathers the bookings of every car in the agency. The tabs follow the life of a booking, from request to return. The owner and the agency manager act on bookings; the finance manager and the fleet manager view them, and the finance manager records payments.

Steps: confirm a pending booking

1. Open Bookings, tab New, and tap the booking.
2. Check the car, the dates, the customer and their documents, then the price breakdown.
3. Tap Confirm. The booking moves to Confirmed.
4. Assign the pickup to an employee from the Pickup block. See Pickup operations.

If the agency confirms bookings automatically (setting in Agencies and sites), bookings arrive directly in Confirmed.

The bookings list

Screenshot pendingAgency bookings, by tab (Screen 69)This screenshot is captured automatically from the app as soon as the screen is live.

Bookings screen

Field	Required	Values or format	Example	What it means
Agency	No	One of your agencies, or All agencies	FastRent Casablanca	Shown if you manage several agencies. Filters the list to one agency.
Tabs	Yes, one tab is always active	New, Confirmed, Pickup today, Active, Return today, Completed, Cancelled, Disputes	New	Each tab shows its count. New holds the Pending bookings to confirm.
Search	No	Free text: booking code, customer name or plate	BK-240520-7821	Narrows the list to matching bookings.
Booking card	Not applicable	Code, car and plate, customer, dates, place, total, payment status, pickup status, assigned employee	BK-240520-7821, Dacia Logan, MAD 870	Tap the card to open the details.
Status	Not applicable	Pending, Confirmed, Assigned, Pickup in progress, Active, Return in progress, Completed, Cancelled, Dispute	Confirmed	Always shown with its label and an icon.
Payment	Not applicable	Unpaid, Partially paid, Paid, Refunded	Unpaid	Status of the booking's invoice.

After you act: the list refreshes each time you open it and when you pull down on mobile. Past 20 bookings, more load as you scroll.

Booking details

Screenshot pendingBooking details on the agency side (Screen 70)This screenshot is captured automatically from the app as soon as the screen is live.

Booking details screen

Field	Required	Values or format	Example	What it means
Code and status	Not applicable	Booking code and status badge	BK-240520-7821, Confirmed	The reference to give the customer or support.
Customer	Not applicable	Name, phone, email, licence; driver for a company	Youssef El Amrani	The driver is shown for company bookings, for example Atlas Logistics SARL.
Car	Not applicable	Model, plate, photo	Dacia Logan, 12345-A-6	The booked car.
Pickup and return	Not applicable	Place, address, date and time, for each	Casablanca, 20 May at 10:00	A different return place is flagged.
Add-ons	Not applicable	Additional driver, GPS, child seat, roadside assistance	GPS	The add-ons the customer chose.
Price breakdown	Not applicable	Rental, discounts, insurance, add-ons, taxes and fees, total	Total MAD 870.00	The price is frozen when the booking is made.
Deposit	Not applicable	Amount, then taken or refunded	MAD 3000.00	Shown below the total: it is not revenue.
Invoice	Not applicable	Number, status, amount still due	Due MAD 870.00	Opens the invoice and payment recording.
Pickup	Not applicable	Status, employee, time	Assigned, Mehdi Tahiri	Opens the assignment details or the Assign employee button.
Inspections	Not applicable	Pickup and return	Pickup completed	Opens the inspection review.
Damage	Not applicable	Linked reports	Scratch, front bumper	Opens the damage report.
Pricing rule applied	Not applicable	Rule name and level	Individual, category	Visible only to the owner, the agency manager and the finance manager.
Confirm	Not applicable	Button, only on a Pending booking	Confirm	Validates the booking.
Cancel booking	Not applicable	Button, then a required reason	Customer unreachable	Cancels and frees the car.
Mark as dispute	Not applicable	Button, with a note	Disagreement over damage	Puts the booking in Dispute.
Record deposit	Not applicable	Amount (car deposit by default), payment method	MAD 3000.00, cash	One deposit per booking.
Refund deposit	Not applicable	Button	Refund deposit	When the car comes back.

After you save: each action updates the booking, the invoice or the deposit at once, and the customer is told when a booking is confirmed or cancelled.

Who can do what

Possible status changes

The Assigned, Pickup in progress and Active statuses move on by themselves as the pickup progresses in the field.

Cancel a booking

1. Open the booking and tap Cancel booking.
2. Enter the reason. It is kept with the date and the author.
3. Confirm. The summary shows the amount invoiced, the amount paid, the refundable amount and whether the deposit is refundable.

Cancelling frees the car for those dates. If the booking was already invoiced, a credit note cancels the invoice.

What happens next

• On confirmation: the car is blocked for the dates, the invoice is created, an Unassigned pickup appears in pickup operations, and the customer receives the confirmation.
• When the pickup is completed: the booking moves to Active, the car to Rented, and the return is prepared for the end date.
• When the return is completed: the booking moves to Completed, the car is Available again, and the customer gets a review request 24 h later.
• On cancellation: the car is freed, a credit note is created if needed, and the customer is told.

Troubleshooting