How to Create a Manual
Walk-in Car Rental Reservation
A walk-in reservation is a booking created manually by an office employee when a customer comes in person or places an order by phone. In the updated Ownima interface, a reservation is created step by step: first you select the rental dates, then choose an available vehicle, enter the customer details and confirm the final price.
Note: the app is available in different languages: English, Russian, Spanish, Portuguese, Thai and Vietnamese. Button names and menu items may differ in different language versions. In this guide for the rental business CRM, the screenshots are taken from the English version of the interface.
Step 1.
Open the “Reservations” section and tap “+”
Go to the main CRM screen and select the “Reservations” icon in the bottom menu. It is the third icon from the left.
This section shows all current and upcoming reservations.
To create a new reservation, tap the “+” button at the bottom of the screen or the “+” button in the top right corner.
The “New reservation” window will appear with two tabs: “By dates” and “By vehicle”.
Select the “By dates” tab if you want to find an available vehicle by rental date range first.
Step 2.
Select the rental dates
In the “By dates” tab, tap “Select dates”.
A calendar for selecting the start and end dates of the rental will open.
Tap the rental start date, then tap the return date.
The selected date range will be highlighted in purple.
After both dates are selected, tap “Confirm search” at the bottom of the calendar.
The system will return you to the form, where the selected date range will be displayed in separate fields.
Tap “Next step” to open the list of vehicles available for these dates.
Step 3.
Choose an available vehicle
At the “Choose vehicle” step, the system shows all vehicles available for the selected dates.
At the top of the screen, you can see the rental dates and the calculated order price.
The list contains vehicle cards with a photo, name, production year and price for the selected period.
Choose the required vehicle by selecting the switch to the left of its photo.
After the vehicle is selected, the “Next step” button will become active.
Tap “Next step” to continue to the customer details.
Step 4.
Enter customer details and select extra options if needed
On the “Enter details” screen, enter the renter’s name in the “Rider’s name” field.
Enter the customer’s phone number in the “Phone number” field.
These details are used for customer contact and will also be shown in the contract.
Below, you will see the “Select extra options” field.
Tap it to open the list of extra services available for the selected vehicle.
In the window that appears, select the options the customer wants to add, such as insurance, a child seat or delivery.
After selecting the options, tap “Save”.
The number of selected options will be shown on the button.
After filling in the fields, tap “Next step” to continue to the final step.
Step 5.
Check the final details and confirm the reservation
On the “Final step” screen, check the booking summary.
The summary includes the rental dates, selected vehicle, customer name, selected extra options if any, and the total price for the full rental period.
You can also add an internal note on this screen. This note will be visible only to employees.
Below the summary, the standard “Pick-up” and “Return” times are shown.
If the vehicle is picked up or returned outside the standard working time, the system adds an extra charge.
If you agreed on an individual discount or markup with the customer, you can adjust the final price by tapping the amount at the bottom of the screen.
If all details are correct, tap “Confirm reservation”.
The reservation will be saved in the system, and the booking will appear in the list with the “Confirmed” status.
Step 6.
Check that the reservation has been created
After confirmation, the system will return you to the “Reservations” page.
The new reservation will appear in the list with the dates, customer name, booking number and price.
From this page, you can open the reservation details, confirm or cancel the order, change the status and print the contract.
Done
The offline reservation has been created
You have created a booking by rental dates and selected an available vehicle.
This mode is useful when a customer contacts you in person or by phone and you do not know in advance which vehicle they want to rent.
If you need to book a specific vehicle, use the “By vehicle” tab. In this mode, you can select a vehicle from the fleet, set the dates and confirm the price without searching by availability first.
Note: offline walk-in reservations are not subject to service commission. The price is calculated according to the selected price template for the vehicle, while extra options and additional fees are added separately.
