Introduction

Learn how to set-up the main reservation and booking elements for your account.

Take the time to read this article carefully in order to make the decisions that best meet your business practices and expectations, before going online. However, changes to these settings after you started using Wheelbase will not cause changes to existing reservation, only to newly created reservations.

Reservation Preference settings

1. Go to Account setting

2. Select Reservation Preference

Default pick-up and drop-off time

These are the times which will be displayed by default in the booking process to the guest. They can be modified within your given location hours. If you do not wish to display a default time you can set it to blank -- --.

Minimum nights

Do you want to set a minimum rental period for your guests on each booking? If yes, how many days? Shorter bookings may still be submitted, but will be charged at the minimum duration rate. For example, if you have the minimum set to 3 nights, a renter can book for 2 nights but will receive a quote for the rental amount of the 3 nights. If you do have seasonal or vehicle specific minimum nights you can override this in your pricing rule sections by creating a minimum night rule.

You also have the ability to allow guests to request a booking for less than the minimum amount of time, without charging the full amount.

Select allow requests to be submitted if the booking is departing within a specific number of day/nights

If you have instant book enabled and allow requests to be submitted if the booking is departing within a specific number of day/nights, reservations for less than your minimum nights will come through as a booking requests in your Quotes page, under "New & Pending". You will need to confirm this booking on your end by using the green "Complete Reservation" button in the top-right of the booking page.

If you don't have instant book enabled and allow requests to be submitted if the booking is departing within a specific number of day/nights, requests will be allowed to be sent for the price/dates that are less than your minimum. Previously it would force the request to use the price of your minimum.

Turn around time

How long do you need between each reservation to prepare the vehicle before it goes out again? The amount of days you set here will mark the calendar as unavailable after each rental. You are still able to send out quotes for those dates and manually override this setting but guests will not be able to request those days.

Charge by day or night

In this setting you can choose if you want to charge per night or per day.
Choose according to your pricing policy, demand, local market / competition or the operation of your rental business. This is an account setting, all your rentals will follow this setting.

Protection packages, mileage and generator fees always calculates on a per day basis, regardless of whether you charge by night vs. charge by day.

Instant Book

To optimize the conversion rate we strongly recommend that you allow your renters to book immediately. By offering instant book, the guest can book immediately through the online booking process without prior approval from you. This means that you must keep your availability calendar and pricing up to date. But you have the possibility to authorize instant bookings only after a certain number of days before departure.

Select from the drop down button

Allow users to reserve immediately
up to 3 nights before departure

In the example above your booking approval is still required if the guest sends a reservation request 3 days before the booking departure date.

INSTAmatch

You can enable or disable this feature by selecting from the drop down menu

INSTAmatch is an Outdoorsy specific feature that allows guests to cast a wide net for a potential rental that meets their trips needs. INSTAmatch requests are not quotes, these renters did not select your vehicle specifically. However, your vehicle may meet their needs given the dates, type and size of the vehicle. INSTAmatch allows you to directly introduce yourself, and send a quote to that potential guest from Outdoorsy.

Reservation Deposit

Define the amount the renter need to pay in order to reserve your vehicle. You can also adjust this amount per vehicle if you wish from the vehicle price tap in your vehicle specific page.

Note

Outdoorsy booking will follow Outdoorsy's reservation deposit policy based on the their cancellation policy.

Remainder due

With the first drop down you select when the remainder deposit for the reservation is due. The system can then automatically schedule a payment on this day for each reservation.

With the second drop down you select the due date for the Security Deposit charge.
If you wish to collect the Security Deposit manually on the departure date you can select this as well.