Dealerware Reservations lets you unlock rental programs, gain visibility into scheduling, and enhance the customer experience at the dealership by assigning a customer to a Vehicle Group for a select period of time.
Watch this short 3-minute video to learn more about the Reservations workflow, read the instructions below, or download our instructional manual.
Book a Reservation
If using Dealerware Web: book a reservation by selecting Contracts, followed by Add Contract (view the complete Web workflow here).
If using Dealerware Mobile: book a reservation by locating a complete Customer Profile, then select Create New Contract (view the complete Mobile workflow here).
Next, confirm the reservation pickup and drop-off dates and times and assign a Vehicle Group.
Pickup date and time default to today's date and the nearest 30-minute increment, and drop-off date and time default to 48 hours later.
If there are no vehicles available for the duration of the contract, an overbooking alert will occur. You may overbook the group as needed or select a new Vehicle Group.
Availability calculations are based on the pickup and drop-off dates of booked reservations, as well as pending and started contracts.
Complete the Booking & Proceed to the Start-Contract Workflow
After adding reservation details, you may proceed to the Start-contract workflow within the same instance.
If using Dealerware Web, proceed to the Start-Contract workflow by selecting Save Reservation, followed by View Reservation Details. Then, in Contract Details, select Start Contract.
If using Dealerware Mobile, proceed to the Start-contract workflow by selecting Next Vehicles.
Alternatively, you may save the reservation and initiate the associated contract at a later date by visiting Contracts in Dealerware Web and Mobile to locate the booking.
Visit Contracts in Dealerware Web, and view the Created On column to learn when a reservation was booked.
Review the Availability Report to Prevent Overbooking
The Availability Report displays the minimum number of vehicles available daily for each Vehicle Group within a 35-day period to help prevent overbooking. Learn more.
Q & A
What happens if I create a reservation, begin the Start-contract workflow at a later date, and observe that there are no available vehicles to choose from during vehicle selection?
Vehicles within the chosen Vehicle Group must be available in order to assign a vehicle to a contract.
If a vehicle is not available for selection, you must exit the Start-contract workflow and free up a vehicle within the selected Vehicle Group by updating a vehicle's status or completing a contract. Then, resume the Start-contract workflow and assign a vehicle.
Alternatively, you may cancel the reservation, create a new one, assign a different Vehicle Group, and then begin the Start-contract workflow.
Can I update the Vehicle Group I've assigned to a reservation?
You can update the Vehicle Group while on the New Reservation page.
After saving the reservation, you will be unable to modify the Vehicle Group: you must cancel the reservation, book a new one, and assign the applicable Vehicle Group.