This article explains how to swap a vehicle on an existing quote or reservation. Whether due to a maintenance issue or a guest’s request for an upgrade, changing the vehicle is a straightforward process that allows you to maintain the booking while ensuring the guest is placed in the correct vehicle.
Important Implications of a Vehicle Swap
Swapping a vehicle triggers several key considerations in the Wheelbase system:
Pricing Control: The reservation total does not automatically update when you swap a vehicle. You will have the option to select "Update Pricing" to reflect the new vehicle's rates, or you can choose to adjust the pricing manually to offer a discount or maintain the original quote.
Insurance Re-verification: The system must ensure the new vehicle is eligible for Wheelbase Protection (Auto Basic/Essential). If the new vehicle is "Ineligible" (e.g., over 12 years old or over 200k miles), the guest's coverage will be affected.
Vehicle-Specific Rules: Advanced Pricing Rules or specific Add-ons attached to the original vehicle may not carry over. Review the "Fees" section after a swap.
Turo Calendar Sync: If you use Turo Sync, swapping the vehicle in Wheelbase does not update Turo. You must manually manage the swap on the Turo platform to prevent calendar conflicts.
Step-by-Step: Swapping a Vehicle
This process can be performed on Quotes and Confirmed Reservations at any point before the vehicle is checked out.
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Open the Reservation:
Locate the booking in your Reservations dashboard and click to open it.
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Access Vehicle Selection:
Look for the vehicle information box in the top-left summary area.
Click the Change or Edit icon next to the vehicle name.
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Choose the Replacement Vehicle:
A list of available vehicles for those specific dates will appear.
Select the new vehicle from the list. If a vehicle is not showing up, check your calendar to ensure it isn't blocked or already booked.
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Manage Pricing (Manual Step):
After selecting the new vehicle, a pricing comparison window will appear.
To use the new vehicle's rates: Select the Update Pricing option.
To keep the current price or set a custom rate: You can manually adjust the daily/nightly rate fields to ensure the guest is charged the correct amount.
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Confirm Insurance Eligibility:
Navigate to the Insurance tab.
Verify the status is still Approved. Remember: Exotic brands (e.g., Porsche, Ferrari) will trigger a new 24-hour manual review by the insurance team.
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Finalize and Notify:
Click Update Vehicle.
Send a message to the guest via the Messages tab to confirm the change and provide an updated receipt if the pricing was adjusted.
Pro-Tips for Vehicle Swaps
Same-Day Restrictions: Remember that Roamly Rental Shield cannot be applied to same-day rentals. If the swap requires a new Rental Shield application (for a guest with liability-only insurance), it must be done 24 hours in advance.
Under-25 Verification: If the renter is under 25, Wheelbase insurance does not apply. Ensure you have manually verified the renter's personal insurance for the new vehicle specifically.
Security Deposits: If swapping to a significantly higher-value vehicle, consider manually adjusting the Security Deposit amount in the Payments tab to cover the increased risk.