What are Programs and how do I configure them?

Page Content

Overview	Configure Additional Settings
Create Programs	Edit or Remove a Program
Assign Driver Agreements	Assign Vehicles to Programs
Configure Cost Recovery Settings	Change the Name of a Program

 

Overview

Programs let you organize your vehicles into fleets based on source of business and unique use cases. 

How Do Programs Work?

After uploading vehicles in Dealerware, you can move them into specific Programs to satisfy programs at your dealership. Each Program has its own set of cost recovery and revenue settings, which apply to all vehicles within the program, and corresponding customer contracts.

If your dealership is leveraging Multi-Agreements, you can assign specific Driver Agreements to Programs.

*Admin permission is required to create and manage Programs and configure settings.

 

 

Create Programs 

Create Programs to satisfy unique use cases.

• Select Settings > Programs from the main navigation
• Select Add Program
• Input the Program Name
• Select Create New Program

 

Assign Driver Agreements

Assign Driver Agreements to Programs.

• In Programs Settings, locate General Program Settings
• Select the Driver Agreement dropdown
• Select the applicable agreement
• Select Save
• Scroll to the bottom of the page and select Done

 

Configure Cost Recovery Settings

Cost Recovery Settings is split into 4 sections. Learn about Programs settings and how to configure them below.

• Fees
• Custom Fees
• Taxes
• Credit Card Holds

Types of Fees

Daily Rate

A Daily Rate is a fee charged to customers daily for vehicle use. When enabled, the fee applies to all vehicles within the Program. See: Credit Card Holds to learn how to authorize a hold in the amount of a Daily Rate.

How are days calculated for Daily Rate?

The actual length of contract dictates the number of days charged to customers.

Contract length is based on Actual Pickup and Actual Drop Off dates, which can be found in the Contract Details for each contract.

A single Daily Rate is applied to the customer’s balance upon contract start. 24.5 hours after contract- start, an additional Daily Rate is incurred, and so on. Dealerware does not prorate or charge partial days.

Example:

• Contract Length: 1 Hour = 1 Daily Rate charge
• Contract Length: 24 Hours = 1 Daily Rate charge
• Contract Length 25 Hours= 2 Daily Rate charges
• Contract Length 48 hours = 2 Daily Rate charges

When are Daily Rates charged?

Daily Rates are charged once a contract is finished using Dealerware Web or Mobile.

If you have enabled a Daily Rate, it’s best practice to highlight such in your location’s Agreement Terms.

Fuel Used

This fee allows you to recover fuel costs. The dollar amount entered is per gallon, therefore charges will vary based on the starting and ending fuel amounts.

Fuel Charge Allowance 

This setting allows you to set a fuel allowance, to prevent customers from incurring fuel charges if the total fuel used is less than the configured amount.

Fuel Convenience Fee

This flat fee is applied to the customer’s invoice if the fuel level reported at contract finish is less than it was at contract start. 

If Fuel Charge Allowance is enabled, the Fuel Convenience Fee will only apply if the fuel charge exceeds the allowance.

Example A: No Fuel Charge Allowance Applied

• Your dealership has enabled a Fuel Used fee of $3 per gallon and a Fuel Convenience Fee of $5
• A vehicle is provided to the customer with a full tank of fuel & is returned with 4 gallons less.
• The charges are calculated as follows: Fuel Charge: $3 x Fuel Used: 4 Gallons = $12 + Fuel Convenience Fee: $5 = Total Charge: $17
• A $17 balance will be applied to the customer’s invoice at contract finish

Example B: Fuel Charge Allowance Applied

• Your dealership has enabled a Fuel Used fee of $3 per gallon, a Fuel Convenience Fee of $5, and a Fuel Charge Allowance of $10
• A vehicle is provided to the customer with a full tank of fuel and is returned with 1 gallon less.
• The charges are calculated as follows: Fuel Charge: $3 x Fuel Used: 1 Gallon = $3 + Fuel Convenience Fee: $5 = Total Charge: $8
• A balance will not be applied to the customer’s invoice at contract finish because the total charges were less than the $10 Fuel Charge Allowance

Charge for Excess Mileage

This setting lets you set an average daily mileage allowance and configure the amount to charge per mile when the limit is exceeded. Customers will be invoiced overage charges at contract finish.

How is Charge for Mileage calculated?

Customers will be allotted a set number of miles based on the Daily Mileage Allowance and the total number of contract days.

Total Allotted Mileage = Contract Days x Daily Mileage Allowance

Example:

2 contract days x 150 miles/day allowance = 300 miles total

If the customer exceeds 300 miles during their 2-day contract, they will be charged per mile for the excess mileage.

Total Excess Mileage Charge = Excess mileage x Excess Mileage Rate

Example: 

10 miles x 0.25 cents/ mile = $2.50: Excess Mileage Charge

Days under contract is based on the "Actual Pickup" and "Actual Dropoff" that can be found in Contract Details.

Configuring Fees

• In Programs Settings, locate Cost Recovery Settings > Fees
• Ensure Collect Customer Credit Card Information is toggled on
• Input a dollar amount into the Amount field of the fees you wish to enable
• Select the Taxable checkbox to collect taxes (optional)
• Select Save
• Scroll to the bottom of the page and select Done

Types of Custom Fees

• Facility Fee
• Rental Fee
• Road Safety Fee
• Transportation Fee
• Trip Fee
• Recovery Fee

Configuring Custom Fees

• In Programs Settings, locate Cost Recovery Settings > Custom Fees
• Select Add Fee
• Select the Fee Type dropdown to choose the fee type
• Select the Frequency dropdown to choose the frequency
• Select Add
• Select Save
• Scroll to the bottom of the page and select Done

Types of Taxes

• Sales
• State
• City
• County
• Rental
• Event
• Venue
• Luxury
• Tourism

Configuring Taxes

• In Programs Settings, select the Taxable check box next to any fee
• Select Save
• Scroll to the Taxes section
• Input the Sales Tax or select Add Tax to apply a new tax type
• Choose the tax type from the dropdown
• Input the tax rate
• Select Add
• Select Save
• Scroll to the bottom of the page and select Done

*Consult with your dealership's Controller or finance contact to determine taxability and state requirements.

Credit Card Holds

Credit card holds validate available funds on a customer's credit card at contract start, but do not apply to the overall contract balance. The hold amount is based on the following hold types:

• Estimated Charge: Contract Days x Daily Rate + Additional Charges
• Security Deposit: Flat rate based on the configured amount

Though the duration of a credit card hold is generally 30 days, hold times may vary based on the card issuer. Once the hold expires, the held funds will be released to the customer's credit card.

Configuring Credit Card Holds

• In Programs Settings, locate Cost Recovery Settings > Credit Card Hold
• Select the hold type that best applies
• If you selected Security Deposit, input the amount
• Select Save
• Scroll to the bottom of the page and select Done

 

Configure Additional Settings

Types of Additional Settings

• View Vehicle Positions During Contracts: Allows users to view the location of a vehicle while assigned to a contract.
• Driver Minimum Age: Ensures a driver must meet a minimum age requirement in order to be assigned a vehicle.
• Dealer Code: Ensures a dealer-specific code is applied to Driver Agreements.

Configuring Additional Settings

 

Edit or Remove a Program

Learn how to edit or remove a Program below.

Edit a Program

• Select Settings > Programs from the main navigation
• In Current Programs, locate the applicable Program
• Select the pencil icon next to the Program

Remove a Program

Prior to removing a Program, all vehicles within the Program must be assigned to a different program. Once the Program is free of any vehicles, you can remove it by following the steps below:

• Select Settings > Programs from the main navigation
• In Current Programs, select the trash can icon next to the applicable Program
• Select Delete

 

Assign Vehicles to Programs

Learn how to assign vehicles to Programs (Vins to Multiple Programs)

All Dealerware users can assign vehicles to Programs using Dealerware Web. However, vehicles must be in an available status in order to be assigned. You can assign vehicles to Programs individually or in bulk. 

Assign Vehicles to Programs

• Select Vehicles from the main navigation
• Locate the applicable vehicle(s) and select the checkbox next to the vehicle(s)
• Select the pencil icon at the bottom of the page
• Confirm the correct number of vehicles have been selected
• Select the drop-down arrow 
• Select the applicable Programs
• Select Save

 

Change the name of a Program

Learn how to change the name of a Program using Dealerware Web below.

• Select Settings > Programs from the main navigation 
• Select the pencil icon next to the applicable Programs
• In General Programs Settings, input the preferred Program name (names must be unique and cannot be repeated)
• Select Save 
• Scroll to the bottom of the page and select Done

The Program name is not visible to customers and should be used as a reference for Dealerware users. Program names will be indicated on the Vehicles in Dealerware Web, and during vehicle Selection in Dealerware Mobile.

* If a Daily Rate is configured, it's best practice to include the dollar amount of the Daily Rate in the name of the Program, to signal to Dealerware users that assigning a vehicle within the Program to a contract will result in the customer incurring a Daily Rate. Example: “Premium: $20/day.”