Rental Agreements

You must have Rental Service turned on at your location (within the Agreement Types setting) to use this feature.

If your location offers a rental service to its customers, rental agreements allow you to track the availability and usage of a unit in your fleet that is being rented out.

Setup Requirements for Rentals

The Rental service must be turned on at your location. The Rental type of agreement must be turned on within the Agreement Types setting. In some cases, this may need to be performed by TSD. Contact TSD Support at support@tsdweb.com for more information.
TSD must configure your system for website rates, if applicable. For locations that expose rates on a website, TSD must configure this feature using the Expose Externally setting. Note: This feature is a sold separately. Contact your TSD Sales Representative at sales@tsdweb.com for more information.
Set up Model Groups. Edit the Model Groups rates setting to group models with rates.

In some cases, when it comes to exposing rates on a website, Model Groups must be specifically named and spelled correctly, without leading or trailing spaces, to ensure they display properly on your website.

Add Rental rates. Use the Rental Rate Setup setting to create rates for rentals.

Go to Admin > Rates tab and edit the Rental Rate Setup setting.
Create new 24-hour Rate Codes, as needed.
Add daily, weekly, and monthly rates.
Expose the Rate Codes to be made available via the online services, if applicable.
Save your changes.

Set rate thresholds. Use the Rate Thresholds Configuration setting to define thresholds for each rate, so they can be calculated correctly based on the length of the rental (e.g., 24 hours until daily rate).
Set up taxes. Set up taxes using the Taxes Setup setting. Apply taxes to rates, fuel, and mileage, as needed.
Review fees. Use the Fees Setup setting to adjust the amount and frequency of existing fees, whether they should auto-apply to agreements, apply taxes, and, for those that expose rates on a website, whether they should be exposed.
Turn on text and email appointment confirmations. Use the Auto Texting and Emails setting to turn on on automatic texting and emailing for Rental appointment confirmations and agreements.
(Recommended) Turn on Expedited Appointments. Turn on Expedited Appointments, so customers can save time and confirm appointment information in advance of pickup.
Review your Appointment Caps. Review your Daily Appointment Cap to prevent overbooking by limiting the number of rental appointments that can be scheduled for pickup on any given day.
(Optional.) Turn on custom pre-authorizations for rentals. If you use a Credit Card Processing integration, you can set your location to take custom pre-authorizations for Rental agreements.

Edit the Credit Card Capture Required at Open and Pre-Authorization Settings setting.
In the Rental Pre-Authorizations section, toggle on Enable Rental Pre-Authorizations.
Select the method:

Flat Amount (without decimals) on every agreement, regardless of the total charges. So, if you're configured to take a $50 pre-authorization, and the customer owes $100 in total charges, it will still pre-authorize for $50.
Amount Over Cost, an additional flat amount (without decimals) over the total charges, minus taxes. So, if you're configured to take a $50 pre-authorization over the cost, and the customer owes $100 in total charges, including a $5.00 flat tax, it will pre-authorize for $145 ($50 over the cost minus taxes).

Enter the amount of the pre-authorization.
Make sure to save the setting.

Want to learn how pre-authorizations work on agreements? See "Pre-Authorizations".

Open a Rental Agreement

Search for a customer or rental appointment and click NEW AGREEMENT, or create a walkup agreement by clicking () in the bottom-right corner of the Home page and selecting New Agreement, then select Rental as the type of agreement.
Proceed with opening the agreement. See "Open an agreement" for more information.

Note: On Rental appointments and agreements, selecting a rate is required in order to complete (save) the record.

Search for Rental Agreements

You can quickly locate open rental agreements by clicking the Open status tile on the Agreement Operations dashboard.

On the Agreement Hub, type search criteria and press Enter or click SEARCH.
Narrow results by selecting the RENTAL filter check box under the Agreement Types search filters on the left panel. See "Search for an agreement" in the Agreement Hub topic for more information about agreement searches.

View and Edit a Rental Agreement

View and edit a rental agreement using the same process as when viewing and editing a loaner agreement. See "View and edit an agreement" for more information.

Close a Rental Agreement

Search for the rental agreement, and click CLOSE. See "Close an agreement" for more information.

Glossary of terms

See "Glossary of terms" in the Agreement Hub topic.