Welcome
We are thrilled to welcome you to the Wheelbase community!
This guide assists you getting onboarded and ready to receive bookings in now time. We will give you an overview of what to expect and what steps your would need to take next.
Let's have a look at our Onboarding journey.
Account set up
Once you received your Wheelbase login credentials you are ready to set up your account.
This is the first step to make your account functional and secure, so that you can receive bookings.
1- Connect your bank account (2:40 min)
2- Set up your store location (2:15 min)
3- Add your listings (1:15 min)
4- Connect your custom terms and services (3:30 min)
Bank account
To link your bank account to Wheelbase, please ensure you meet the following requirements:
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Decide the type of bank account you wish to use for your Wheelbase account. Please note that tax implications may vary depending on the account type you select.
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Individual: Your personal bank account.
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Sole proprietor: A business bank account registered under your name as a sole proprietor, distinct from your personal bank account.
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Corporation: A company bank account.
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Know the name of your bank.
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Know your bank's online login details. You will securely connect your bank account to Wheelbase by logging into your online banking platform.
Location
In order to add your location details to Wheelbase, here's what you need to know and have handy:
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The address from which you will be renting (for both pick-up and drop-off purposes).
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Operational hours, specifying the times during which pick-up and drop-off are permitted.
Please remember to link your bank account to your location and associate your location with your vehicles once you create them in Wheelbase.
Vehicles
In order to efficiently and systematically upload your rentals to your Wheelbase account, please ensure you have the following details prepared for each of your units. This will help expedite the process and save you valuable time:
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Vehicle photos (we recommend a minimum of 15 photos per rental).
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Vehicle VIN number.
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Eye-catching vehicle name and description.
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Base price for your rental.
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Make, model, year, and length of the unit.
Terms and services
Showing your terms and services to guests is crucial as it establishes rules, regulations, and expectations for both parties involved. These terms typically cover various topics like payment and cancellation policies, check-in/out procedures, house rules, and any applicable restrictions. It also serves as a protective measure in case of disputes during a guest's stay.
If you haven't yet created your terms and services, follow these tips to write them out:
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Research: Familiarize yourself with industry standards and local regulations, consulting legal advice if needed.
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Identify key areas: Determine the most important aspects to cover, such as payment/cancellation policies, check-in/out procedures, house rules, and restrictions.
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Be clear and concise: Use plain language, avoiding complex terms or legal jargon that may confuse guests.
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Set expectations: Clearly communicate your expectations regarding house rules, cleaning, and other guidelines for guests.
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Address potential issues: Anticipate possible problems like damage or breakdowns and specify the actions you'll take in such cases.
Training
Once you set up your account head to our self service Learning Management System for training, credentials will be sent via email once you are enrolled.
Training dashboard login page: https://learnwheelbasepro.com/#/login
Username: Your Wheelbase email
Password: Check your enrolment email
During your self-led training, you'll be prompted to make updates to your account based on what you've learned in each section. Having a clear idea of how you want to set and manage specific aspects of your business before entering the training will significantly expedite the process. This guide aims to help you consider certain settings in advance.
Pricing Rules
You have already thought about your vehicle base price when you set up your rentals but its important to make your rental price dynamic. By adopting dynamic pricing strategies and setting minimum night requirements, you can optimize revenue, provide competitive pricing, and enhance the overall rental experience for guests.
Seasonal pricing
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Understand guests' booking preferences by analyzing their purchasing behavior, add-on preferences, and price sensitivity. For instance, families tend to book in advance, plan longer trips, and are restricted to school holidays. Adjust pricing for family-friendly RVs at least 8 months in advance and consider school holidays.
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Stay informed about market conditions, seasonal demand patterns, competitor pricing, and economic factors. High season, such as July to September for Outdoorsy, experiences high demand, allowing for a price increase of 5 to 15%. Capitalize on high-demand periods like long weekends or local events by adjusting prices accordingly.
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During low season, when demand is low, decrease prices to attract price-sensitive guests and maximize rental income. Offering lower prices benefits guests and ensures RV occupancy and revenue.
Minimum nights
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Renting out an RV involves a significant investment of time and resources, such as cleaning, maintenance, and communication with guest. By setting a minimum night requirement, you can ensure that your efforts are being used efficiently by renting your RV for a longer period of time.
Length of stay
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with the length of stay pricing rule option you can offer an incentive for guests to extend their booking for a reduced price or encourage them to book longer stays to be eligible for the discounted weekly or monthly rate.
Taxes
Ensure clarity regarding the taxes you need to collect on your rental amount and any additional services offered. It is your sole responsibility to collect and accurately remit the applicable tax amount from your guests. If you are located in the US, Outdoorsy will handle tax collection for bookings made through http://outdoorsy.co . However, you are still responsible for collecting taxes from your own guests. If you are unsure about the tax requirements, we recommend consulting with a tax advisor for guidance.
Cancellation policy and Reservation deposit due date
While you can select one of the cancellation policies offered by Outdoorsy, it's important to consider your own cancellation policy for your guests.
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Aligning your reservation deposit and payment reminder due date with the cancellation policy is recommended.
For instance, if your policy offers a 75% refund when canceled more than 7 days before the trip start date and a 50% refund when canceled within 7 days, it's advisable to collect at least a 25% reservation deposit. This deposit will serve as a safeguard in case of guest cancellation. The remaining reservation payment can be collected 7 days prior to the trip.
Add-ons and fees
Add-ons
Add-ons are additional items or services such as such as Early Pick Up, Pet Fee, Camping Chairs, Outdoor Grill, or GPS that can be rented along with an RV to enhance the guest's travel experience and improve the efficiency of your business. Think about all the additional services that you can currently offer to your guests.
Have a the following ready before you start the training. It will help you to set this section up more quickly and effectively.
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add-on name
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add-on description
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add-on price
Mileage fee
The mileage fee is what guests pay for each mile they drive your RV, and it helps offset costs like maintenance and wear on the vehicle. Here are tips for setting your mileage fee:
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Research the market to see what others charge in your area. This gives you an idea of competitive rates and what guests are willing to pay.
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Consider your expenses, including maintenance, insurance, and depreciation. Ensure your rental fee covers these expenses and leaves room for profit. Consulting with an accountant can help determine a fair rental fee and mileage fee.
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Choose a mileage fee structure. Options include a flat fee per mile, setting a mileage allowance per day with an additional fee for exceeding it.
Delivery fee
Offering delivery services for your RV rental has multiple advantages. It provides convenience for guests who lack the means or comfort to tow an RV. This expands your rental opportunities, allowing you to reach a wider audience. You can charge a premium for the delivery service, increasing your profits. Delivery also safeguards your RV by allowing you to control its handling and parking. Lastly, it enhances the customer experience by providing a personal touch and fostering positive reviews and repeat business.
Before you set up your delivery fee, it's important to note that Wheelbase and Outdoorsy calculates mileage fees from the guest's perspective, which is a one-way distance from your RV's location to their delivery address. However, as the host, you will actually cover this distance twice: once when delivering the RV and returning home, and again when picking up the RV and returning home.
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When setting your cost per mile, it's essential to consider the entire round trip you will travel. Typically, delivery fees range from $4-6 per mile.
Prep fee
The prep fee is set up under each rental and should help you offset vehicle preparation costs such as cleaning, dumping ect.
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Consider factors such as the scope of services you'll provide, the time and effort required, market research on average fees, associated costs and expenses and guest expectations.
By carefully considering these factors, you can establish an appropriate and competitive prep fee that meets guest expectations while ensuring a satisfactory experience for your guests.
Implementation
To be able to implement the Wheelbase iframe you would need to have
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A business website
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Have access to the website editor
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If you choose the advanced integration option, you will need to find a developer who can create a custom search page for you.
The iframe lets your guests see rental options and place a booking. We have some helpful video tutorials to guide you through the different options. You can choose from three options:
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External store and vehicle iframe (4:40 min) - is the easiest to set up because it just involves adding a link to the Wheelbase iframe on your website, which takes customers to an external website.
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Embedded store and vehicle iframe (7:00 min) - allows you to keep customers on your website while they browse for rentals
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Custom Widget integration (2:00 min) - gives you full control over the design of the search page but requires development resources on your end.
Please note that the tutorial videos are based on a wix website, so your website may be different. If you need help with the set-up process, we recommend reaching out to your website provider for assistance.