Wheels Car Rental System
Welcome to the comprehensive documentation for the Wheels Car Rental System. This powerful platform provides everything you need to manage your car rental business efficiently, from booking management to fleet operations and financial reporting.
Key Features Overview
Dashboard
Comprehensive real-time overview of your rental operations. Monitor key performance indicators, revenue metrics, fleet utilization rates, and operational alerts from a centralized command center with customizable widgets and data visualization.
Daily View
Day-by-day operational calendar showing all scheduled pickups, returns, maintenance appointments, and staff assignments. Optimize daily workflows with drag-and-drop scheduling and real-time status updates for seamless operations management.
Fleet Chart
Visual fleet availability matrix displaying vehicle status, location, and booking timeline. Interactive grid view enables quick vehicle assignment, availability checking, and instant booking creation with color-coded status indicators.
Service Planner
Automated maintenance scheduling system that tracks service intervals, inspection dates, and repair requirements. Prevents vehicle downtime through predictive maintenance alerts and integrates with preferred service providers for seamless coordination.
Vehicle Insight
Advanced analytics dashboard providing detailed vehicle performance metrics, utilization rates, profitability analysis, and maintenance costs. Generate comprehensive reports on individual vehicle ROI and fleet optimization recommendations.
Booking
Complete reservation management system handling advance bookings, modifications, cancellations, and group reservations. Features automated confirmation emails, payment processing, upgrade management, and integration with online booking platforms.
Walk-in Rental
Streamlined point-of-sale system for immediate rentals without prior reservations. Quick customer registration, instant vehicle assignment, express check-out process, and mobile-friendly interface for efficient counter operations.
Fleet Management
Comprehensive vehicle lifecycle management including acquisition, maintenance tracking, fuel management, insurance coordination, and disposal planning. Monitor vehicle history, costs, and performance metrics for optimal fleet operations.
Expenses
Financial tracking system for all operational costs including fuel, maintenance, insurance, licensing, and administrative expenses. Automated expense categorization, receipt management, and detailed cost analysis with budget monitoring and variance reporting.
Dashboard
The Dashboard is your central command center for monitoring and managing your car rental operations. It provides real-time insights into key performance indicators, financial metrics, and operational data in a comprehensive visual format.
Dashboard Overview
The dashboard presents critical business metrics through an intuitive interface that helps you track performance, identify trends, and make data-driven decisions. Key features include:
Core Metrics Display
| Metric | Description | Visual Indicator |
|---|---|---|
| Total Reservations | Number of bookings made within the selected period | Purple badge with percentage change |
| Total Rentals | Actual rentals completed (check-out date within period) | Pink badge with trend indicator |
| Revenue | Net revenue excluding fuel and damage charges | Cyan badge showing monetary value |
| Expenses | Total operational expenses for the period | Orange badge with cost tracking |
| Profit | Net profit calculated from revenue minus expenses | Green badge with profitability indicator |
Revenue Calculation
The dashboard calculates net revenue by including:
- Rental charges (including any discounts applied)
- Transport fees for vehicle delivery/pickup
- Insurance premiums and coverage fees
- Options and extras (GPS, child seats, etc.)
- Surcharges from non-cancelled bookings within the period
Performance Analytics
Top-Performing Cars
Track your fleet's best performers based on rental frequency and revenue generation:
| Column | Description | Purpose |
|---|---|---|
| Vehicle | Vehicle image, make/model, and registration number | Quick vehicle identification |
| Rentals | Number of completed rentals with TOP performer badge | Activity level tracking |
| Revenue | Total revenue generated with HIGH EARNER status | Financial performance indicator |
| Performance | Overall performance rating (High/Medium/Low) | Quick performance assessment |
| Avg. Price | Average rental price per booking | Pricing optimization insights |
Financial Performance Analysis
Detailed financial metrics with multiple analysis tabs:
Overview Tab
Revenue growth, profit margin, and expense ratio tracking with period-over-period comparisons and trend indicators.
Revenue Analysis
Detailed revenue breakdown by source, vehicle category, and time periods with interactive charts and graphs.
Profitability
Comprehensive profit analysis including margins, cost ratios, and return on investment calculations.
Cost Breakdown
Detailed expense categorization showing operational costs, maintenance, fuel, and administrative expenses.
Key Dashboard Benefits
- Operational Visibility: Real-time overview of all critical business metrics
- Performance Tracking: Identify top and bottom performers across your fleet
- Financial Insights: Monitor revenue, expenses, and profitability trends
- Data-Driven Decisions: Make informed business decisions based on accurate data
- Trend Analysis: Track performance changes over time with historical comparisons
- Fleet Optimization: Identify underperforming assets and optimization opportunities
Company Settings
Administrative control panel for system configuration including location settings, rate structures, policies, user permissions, and integration parameters. Customize workflows, branding, communication templates, and operational rules to match business requirements.
1 - Company Preferences
The system includes three main tabs required to set up a new company:
- Company Information
- Documents & Logos
- Global Settings
General Information Fields
| Field | Description | Required |
|---|---|---|
| Company Information # | Provide all the essential details for the company setup. | Yes |
| Company Logo | Upload Your brand logo for display across your documents | Yes |
| Signature & Stamp | Upload the authorized signature and company stamp to be automatically included in invoices, contracts, and official documents. | Yes |
| Charges Summary | This summary includes all applicable charges for your rental. If the allowed mileage is exceeded, an additional fee will be applied for every extra kilometer driven. | Yes |
| Main Station | Set Primary Station | Yes |
2 - System Management
The system includes three main sections required to set up a new company:
- Roles
- Users
- Stations
General Information Fields
| Field | Description | Required |
|---|---|---|
| Role Name # | Name of the role (e.g., Admin, Fleet Manager). | Yes |
| Description | Short description of the role purpose | Yes |
| Entity | Module/entity affected by permissions | Yes |
| Permissions | Set CRUD or module-level permissions. | Yes |
| Full Name # | User's full name | Yes |
| User's contact email | Yes | |
| Status | Activate or deactivate the user | Yes |
| Stations | Assign station(s) to the user | Yes |
| Role | Assign role (linked to roles table) | Yes |
Bookings Management
The booking system is the core of your rental operations. It allows you to create, manage, and track all reservations efficiently.
Creating a New Booking
The primary way to create a new booking in the system:
- From the Bookings menu - Access the main booking interface
General Information Fields
| Field | Description | Required |
|---|---|---|
| Res # | Displays the booking number based on the sequence for your station | Auto-generated |
| Res Date | Date and time when the booking was created | Auto-filled |
| Customer | Select existing customer or create new customer profile | Yes |
| Pickup/Return | Pickup and return dates, times, and locations | Yes |
Booking Workflow
- Access the booking system from the main menu
- Click "Create a New Booking"
- Fill in all mandatory fields
- Select vehicle from available fleet
- Configure rates and add-ons
- Review and confirm booking details
- Save and generate confirmation
Rentals Management
The rental system is the core of your rental operations. It allows you to create, manage, and track all reservations efficiently.
Creating a New Walk-in Rental
The primary way to create a new walk-in rental in the system:
- From the Rental menu - Access the main sub-menu walk-in rental interface
General Information Fields
| Field | Description | Required |
|---|---|---|
| Rac # | Displays the rentals number based on the sequence for your station | Auto-generated |
| Rac Date | Date and time when the rental was created | Auto-filled |
| Customer | Select existing customer or create new customer profile | Yes |
| Pickup/Return | Pickup and return dates, times, and locations | Yes |
Walk-in Rental Workflow
- Access the rental system from the main menu
- Click "Create a New Walk-in Rental"
- Fill in all mandatory fields
- Select vehicle from available fleet
- Configure rates and add-ons
- Review and confirm rental details
- Save and generate contracts
Fleet Management
Comprehensive vehicle management tools to maintain and optimize your fleet operations.
Vehicle Information Management
From the Fleet menu, navigate to New → Vehicle to add vehicles to your fleet.
Vehicle Registration Fields
| Field | Description | Notes |
|---|---|---|
| Registration | Vehicle registration number (plate number) | Unique identifier |
| Group | Vehicle category/class assignment | Used for rate calculation |
| Model | Vehicle make and model selection | Linked to vehicle specifications |
| VIN/Year/CC | Vehicle identification, manufacturing year, engine size | Technical specifications |
| Body Color | Vehicle exterior color | Predefined or custom colors |
| First License/CO2 | Initial registration date and emissions data | Compliance information |
| Mileage/Tank | Current odometer reading and fuel level | Updated at each rental |
Fleet Maintenance
🚗 Vehicle Maintenance
Track and manage all maintenance activities to ensure your fleet stays in top condition.
🛠️ Maintenance Task List
View and organize upcoming and completed maintenance tasks for each vehicle.
⚠️ Claim Accident List
Log and monitor accident claims, including related documents and vehicle details.
Traffic Violation
Customers
👥 Individuals & Corporate
Manage both personal and business customer profiles with tailored rental and billing options.
🧑💼 Agents
Manage sales or rental agents and track their performance, bookings, and commissions.
📦 Suppliers
Store and manage supplier details for parts, services, and external maintenance needs.
Expenses
💸 General Expenses
Track and manage non-rental-related expenses such as utilities, office costs, and supplies.
🚘 Vehicle Expenses
Record and monitor costs related to each vehicle, including fuel, repairs...
Daily View
The Daily View provides a comprehensive day-by-day operational calendar that helps you manage all scheduled activities, monitor fleet status, and optimize daily workflows with real-time visibility into your rental operations.
Daily Operations Overview
The Daily View interface displays critical operational metrics for the selected date:
Key Daily Metrics
| Metric | Description | Visual Indicator |
|---|---|---|
| Active Rentals | Currently ongoing rentals for the selected date | Green badge with count |
| Check-ins | Scheduled vehicle returns for the day | Blue badge with arrival count |
| Long-term | Extended rental agreements active on this date | Orange badge with long-term count |
| Overdue | Rentals that should have been returned | Purple badge with overdue count |
| Canceled | Canceled bookings for the selected date | Red badge with cancellation count |
Daily Activity Tracking
Monitor and manage different types of daily activities through organized tabs:
Check-outs
Track scheduled departures, process vehicle handovers, and manage pickup logistics with customer verification and documentation.
Check-ins
Monitor expected returns, process vehicle inspections, and handle return documentation with damage assessment capabilities.
Active Rentals
View all ongoing rentals within 30 days, track rental duration, and monitor customer activities with real-time status updates.
Long-term Monitoring
Manage extended rentals (≥30 days), track long-term agreements, and monitor special terms and conditions for extended periods.
Advanced Search & Filtering
Powerful search functionality to quickly locate specific information:
- Customer Search: Find bookings by customer name or details
- Registration Search: Locate vehicles by license plate number
- Vehicle Search: Search by vehicle make, model, or specifications
- Reservation Search: Find bookings by reservation number
- Date Range Filtering: Custom period selection for historical analysis
- Station Filtering: Multi-location support for chain operations
Fleet Chart
The Fleet Chart provides a visual timeline interface for managing vehicle availability, scheduling rentals, and optimizing fleet utilization through an interactive calendar-based system.
Chart View Options
Multiple viewing perspectives to accommodate different planning needs:
| View Type | Time Span | Best For |
|---|---|---|
| Day View | 24-hour period | Detailed daily operations and hourly scheduling |
| Week View | 7-day period | Short-term planning and weekly optimization |
| Month View | 30-day period | Long-term planning and seasonal analysis |
Vehicle Category Management
Organize your fleet by categories for efficient planning:
Category Grouping
Vehicles organized by type (SUV, Sedan, Economy, etc.) with expandable/collapsible sections for better visibility management.
Availability Tracking
Real-time availability status with color-coded indicators showing booked, available, maintenance, and out-of-service periods.
Quick Booking
Direct booking creation from available time slots with instant vehicle assignment and rate calculation.
Timeline Navigation
Easy navigation through time periods with previous/next controls and date range selection for flexible planning.
Service Planner
The Service Planner is a comprehensive maintenance management system that helps you schedule, track, and manage all vehicle maintenance tasks to ensure optimal fleet performance and regulatory compliance.
Maintenance Overview Dashboard
Monitor your fleet's maintenance status with real-time metrics:
Maintenance Metrics
| Metric | Description | Purpose |
|---|---|---|
| Total Tasks | Complete count of all maintenance tasks | Overall workload monitoring |
| Overdue | Tasks that have passed their due date | Critical attention requirements |
| Approaching | Tasks due within the warning period | Proactive scheduling opportunities |
Task Management System
Comprehensive task organization with multiple filtering and viewing options:
Time Frame Views
Week, 2 Weeks, and Month views for different planning horizons with flexible scheduling capabilities.
Priority Management
Task prioritization system with filtering options to focus on critical maintenance requirements.
Task Categories
Organize maintenance by type (routine service, repairs, inspections) with customizable task classifications.
Status Tracking
Monitor task completion status with visual indicators for scheduled, in-progress, and completed tasks.
Calendar Integration
Visual calendar interface for intuitive maintenance scheduling:
- Daily Task View: See all tasks scheduled for specific dates
- Weekly Planning: Seven-day overview for short-term scheduling
- Monthly Overview: Long-term maintenance planning and resource allocation
- Task Creation: Quick task addition with "Add New Task" functionality
- Navigation Controls: Previous/Today/Next navigation for easy timeline movement
Maintenance Types
| Maintenance Type | Frequency | Description |
|---|---|---|
| Routine Service | Mileage/Time Based | Regular oil changes, fluid checks, tire rotations |
| Safety Inspections | Annual/Bi-annual | Mandatory safety and emissions testing |
| Repairs | As Needed | Unscheduled repairs and component replacements |
| Preventive Maintenance | Scheduled | Proactive maintenance to prevent breakdowns |
Vehicle Insights
Vehicle Insights provides comprehensive analytics and performance data for individual vehicles, enabling data-driven fleet management decisions through detailed financial and operational metrics.
Fleet Vehicle Overview
Comprehensive vehicle management dashboard with detailed insights:
Vehicle Information Panel
| Information | Details | Purpose |
|---|---|---|
| Vehicle Identity | Make, model, year, registration number | Quick vehicle identification |
| Status | Active, Reserved, Maintenance, etc. | Current operational status |
| Fuel Type | Diesel, Petrol, Electric, Hybrid | Operating specifications |
| Mileage | Current odometer reading | Usage tracking and maintenance scheduling |
Performance Metrics
Key operational and financial indicators for each vehicle:
Operational Metrics
Mileage: 31,000 km current odometer reading
Rentals: Total completed rental transactions
Bookings: Total reservation count
Rented Days: Total days the vehicle was in service
Financial Performance
Revenue: Total income generated with trend analysis
Profit: Net profit after all expenses
Expenses: All vehicle-related costs
Avg. Rental: Average rental duration in days
Performance Analytics Cards
| Metric | Trend Indicator | Description |
|---|---|---|
| Revenue (MAD 0.00) | ↗ 8.2% (Green) | Total rental income with positive growth trend |
| Profit (MAD 0.00) | ↗ 12.5% (Green) | Net profit after expenses with strong growth |
| Expenses (MAD 0.00) | ↗ 3.4% (Green) | Total vehicle expenses with controlled growth |
| Avg. Rental (0 days) | ↘ 1.2% (Red) | Average rental duration showing slight decline |
Multi-Tab Analysis
Comprehensive analysis across multiple categories:
Overview Tab
General vehicle information, basic metrics, and quick performance summary with key financial indicators.
Maintenance Tab
Service history, scheduled maintenance, repair records, and cost tracking for preventive care planning.
Violations Tab
Traffic violations, fines, legal issues, and compliance tracking for regulatory management.
Expenses Tab
Detailed expense breakdown including fuel, maintenance, insurance, and operational costs with trend analysis.
Health & Analytics Tab
Vehicle condition assessment, performance analytics, and predictive maintenance recommendations.
| Analysis Type | Current Value | Trend |
|---|---|---|
| Revenue Growth | -100% | Declining (Red indicator) |
| Profit Margin | 0% | Stable (Neutral indicator) |
| Expense Ratio | 0% | Controlled (Neutral indicator) |
Vehicle Health Monitoring
Comprehensive health assessment and utilization tracking:
- Utilization Rate: Percentage of time vehicle is actively rented
- Health Score: Overall vehicle condition assessment
- Performance Trends: Historical performance analysis
- Maintenance Alerts: Upcoming service requirements
- Cost Per Mile: Operating efficiency metrics
- Revenue Per Day: Daily earning potential analysis
Support & Resources
Get help and find additional resources for your Carivo Car Rental System.
Technical Support
24/7 technical support for system issues, bugs, and urgent operational problems.
Contact SupportTraining Resources
Comprehensive training materials, video tutorials, and best practice guides.
View TrainingSystem Updates
Stay informed about new features, system updates, and maintenance schedules.
View Updates