Setting your reservation preferences is key to automating your workflow and ensuring your business runs smoothly. These settings determine how guests book your vehicles, how they are charged, and how your calendar is managed.
From the left sidebar’s Account Settings, select Reservation Preferences. Selections made here will affect your whole fleet. You can always adjust reservation preferences for individual vehicles.
Pick up and drop off times are the first elements to personalize for your business.
Minimum Duration is the minimum number of days or nights a guest can book. You can allow or not allow renters to request a shorter duration than your minimum.
Turn around time is how much time you need between reservations. If you choose “Same day pickup allowed” you will need to ensure you have enough time to prep the vehicle. Currently the platform cannot be set to a number of hours. When starting out, it is recommended to set your turnaround time for a day or a night while you learn the patterns of your business.
Charge by Day or by Night
- Wheelbase gives you the option to charge by the calendar day or night.
- Days are charged per 24-hour period, starting from the reservation time.
- Charge by night is by night. For example, a Monday-Friday reservation will be charged for 4 nights (like a hotel).
- The choice to charge by day or night is a global setting and cannot be adjusted on a per-vehicle basis.
Instant Book: This allows renters to book immediately. Note: To manage same-day requests, we recommend disabling Instant Book initially and requiring a 1–2 day lead time. This prevents you from being caught off guard before a vehicle is fully prepared.
Smart Match: Please note that this feature is currently NOT available for auto users.
Reservation Deposits are set at any amounts that work for your business. It can be set as a percentage (%) or a flat dollar amount ($), whichever is greater.
Common auto deposits range around $250. You may set your deposit at any amount you choose. While set globally here, you can adjust this amount at the individual vehicle level.
Mileage Fees may be charged up front or not. To set your mileage fees, go to Add ons & Fees, then Mileage/Generator
Remainder Due & Security Deposit Due
- Remainder Due determines when the system automatically charges the remaining balance. You can select from several automated windows of time or choose "At pick up (Manual)" or "Upon return (Manual)". Manual refers to the system not automatically charging the renter but rather the host electing to take the payment.
- It is common for the "Remainder Due" timing to match your cancellation policy. For example, if a booking is non-refundable 5 days out, you could charge the remainder 5 days before pick up.
- Security Deposit Due functions like a hotel "hold" where the system automatically authorizes the deposit.