The full form

Open Rezervasyon ekle (Add reservation) from the Reservations page or the home screen. If you start by selecting free days on a vehicle row in the home screen timeline, the form opens with that vehicle and those dates filled in.

  1. Rezervasyon bilgileri (Reservation details): first the rental period (Günlük/Daily or Aylık/Monthly, handover and return date and time), then the vehicle and customer/driver. Vehicles are sorted by availability for the dates you chose.
  2. Ücret ve onay (Price and confirmation): daily rate, price items, payment and the pre-save check summary.

For monthly rentals you enter the number of months; the end date is calculated automatically at 30 days per month from the start date.

If you do not choose a handover time, the next half hour from now is suggested for a handover today and 10:00 for another day; the return time follows the handover time unless you change it. If the vehicle's group (or, for a vehicle without a group, the vehicle form) has a daily mileage limit, the price section summarises the allowance and excess charge; use Değiştir (Change) to adjust it for this reservation or Limitsiz yap (Make unlimited) to remove it. If the group offers a paid unlimited mileage package, the price section suggests it; Ekle (Add) adds a Sınırsız km paketi (Unlimited mileage package) extra item.

In a new booking, the daily rate is filled in automatically from the vehicle's group (Filo › Gruplar, Fleet › Groups) when you choose a vehicle: the price for the reservation's branch if set, otherwise the group's company price; with duration tiers, the price of the tier the number of days falls into. If season, weekend or long-rental rules apply to the reservation's branch under Settings › Rental definitions › Fiyat kuralları (Price rules), the suggested daily rate for daily rentals is calculated with those rules and the reason is shown under the field (for example "Summer +30% (3 days), 7+ days −10%"); it updates when the dates or duration change. For a moment it may say "Fiyat hesaplanıyor…" (Calculating price…); you can type the price yourself meanwhile. A rate you type yourself is never overwritten. The same calculation is used in quick entry on a phone and on the vehicle cards; if a longer rental would be cheaper in total, the form shows an "N days cheaper" hint.

The Alınma tarihi (Booking date) is the day the customer made the reservation; for a booking entered in the form it is set to the day it is saved. Anyone who can edit the reservation can change it with Gir (Enter) / Düzelt (Correct) in the reservation details.

Customer and driver

The customer field searches as you type: pick an existing customer or type a new name. A new customer is created automatically on the Müşteriler (Customers) page when the reservation is saved. ID and licence details are optional. If someone other than the customer will drive, tick Sürücü farklı bir kişi (Driver is a different person).

If the ID/passport number, licence number or phone of a newly typed customer or driver matches a blacklisted record, a red warning appears even if the person gives a different name, and a justification is required to continue; for the customer, Kara listedeki kaydı seç (Select the blacklisted record) picks that card.

Belgeden doldur (Fill from document) reads customer details from a passport, ID card or Northern Cyprus driving licence.

If the vehicle is not decided yet

Choose Kategori ile ayır (Reserve by category); if your fleet has categories, choosing one is required. The booking shows as Araç ataması bekliyor (Awaiting vehicle assignment), and the risks list on the home screen suggests free vehicles in that category. See Resolve conflicts and assign vehicles.

If vehicle groups are set up under Filo › Gruplar (Fleet › Groups), the second button becomes Grup ile ayır (Reserve by group): groups are listed as cards with an image, each showing the group name, a sample model, the daily price that applies to the chosen dates and duration (including duration tier, season and weekend; a short note appears below it when a rule applies) and, once dates are entered, the number of free vehicles. The reservation is opened for the chosen group and capacity is counted per group.

If you choose a vehicle from a more expensive group than the one booked, the vehicle card shows an Üst grup (Higher group) label: Ücretsiz yükseltme (Free upgrade: the customer pays the booked group's price; the default) or Ücretli yükseltme (Paid upgrade: the daily rate rises to the higher group's price). With a free upgrade, the customer's confirmation shows that a higher-class vehicle is provided at no extra charge.

Reservations without a vehicle still use up a vehicle in their category: the availability counts on the form and under each day in the calendar subtract them from free vehicles, using the same calculation as the home screen timeline. The number you can actually rent is the Bu aralığın tamamında müsait: N araç (Available for the whole range: N vehicles) line under the calendar. If no vehicle is left in the category, an orange warning appears and you are asked to confirm Kapasite dolu, yine de kaydet (Capacity full, save anyway); the save is not blocked.

Checks before saving

  • A date clash on the same vehicle, a sold vehicle or an invalid date blocks the save.
  • If the vehicle is out of service on those dates (service, accident and so on), the System Administrator or the relevant Branch Manager can continue by writing a reason of at least 10 characters.
  • A category mismatch or an outstanding balance is only a warning and does not block the save.
  • Choosing a Kanal (Channel) is required. New companies start with the channels Acente (Agency), Web & Mobil (Web & Mobile) and Doğrudan (Direct: sales with no intermediary, such as phone, WhatsApp or walk-in customers); you can change them under Settings › Kiralama tanımları (Rental definitions).
  • If two or more handover points are defined in Settings, choosing one is required; if only one is defined, it is filled in automatically for new bookings.

How was the price calculated?

A new daily reservation keeps the price calculation from the moment it was saved. In the reservation details, open Fiyat nasıl çıktı? (How was the price calculated?) in the Ücret (Price) section to see the steps: the group's (duration tier) daily price, any season, weekend or long-rental rule and its daily effect, the suggested daily rate, any campaign applied and, if the price was changed by hand, the difference and who changed it and when. Amounts are in TL; extras are not part of this calculation. Monthly, free and referred rentals, and bookings created before this feature, do not have this line.

Campaigns and campaign codes

In a new daily reservation in TL, the most favourable campaign for the customer among those on the Campaigns page whose conditions match is applied automatically: a green strip below the price shows the campaign name and discount. The System Administrator and Branch Manager can choose another matching campaign with Değiştir (Change) or save without one with Kaldır (Remove); other roles see the strip but cannot change it. After saving, the discount stays in the price items as "Kampanya: name". If you change the price by hand, the discount is calculated from the price you typed.

If the customer gives you a code, press + Kampanya kodu (+ Campaign code) below the price, type the code and press Uygula (Apply); in quick entry the field is shown directly. Every role can enter a code. If the code is not valid, the reason is shown (for example the code was not found, has been used, or the dates or group do not match). Campaigns do not stack: if the code is valid but an automatic campaign gives a bigger discount, that one is applied and the form says so. See Campaigns and coupon codes.

Free rental

If you give the vehicle free of charge (for example days left over from a customer's previous rental), tick Ücretsiz kiralama (Free rental) below the price row: the price becomes 0 and the field is locked. Without this tick a price of 0 cannot be entered. A reservation with a total of 0 counts as Ödendi (Paid) and does not appear in receivables; the vehicle is held and handover, return and mileage are recorded as usual. If you add an extra charge item, only that amount shows as due. Quick entry on a phone does not accept 0; use the full form.

If you save without recording any payment, the app asks Ödeme alındı mı? (Was payment received?): choose Tahsilatla kaydet (Save with payment) or Henüz alınmadı, kaydet (Not yet received, save). See Payments and deposits.

Quick entry on a phone

On a phone, the + button in the middle of the bottom bar opens a one-screen quick entry; System Administrators and Branch Managers first choose Rezervasyon (Reservation), Bakım (Maintenance) or Gider (Expense). Fill in the date and time, customer, vehicle, price, channel and payment cards, then press Kaydet (Save). For foreign currency, commission or part payment, Tüm alanları düzenle (Edit all fields) switches to the full form without losing what you entered. If you leave the vehicle with Daha sonra ata (Assign later), you must also choose the category chip at the top; the capacity warning and the handover point rule apply here too.

Marketplace bookings and pending approval

If the channel you choose is marked as Pazar yeri (Marketplace) under Settings › Form seçenekleri (Form options) › Reservation channel (for example Yolcu360, Localrent), two fields appear: the channel's rezervasyon no (booking number) and the amount kanalda önden ödenen (prepaid on the channel). Below them you see the amount teslimde alınacak (to collect at handover): total − prepaid on the channel − collected. The prepaid amount is money the marketplace will pass on to you; it is not added to the payment status.

  • Onay bekliyor (Pending approval): use it for a request you have not yet confirmed to the customer. The booking holds the vehicle for those dates (no conflicting reservation can be entered) but is not counted in revenue, reports or the handover list.
  • On the reservation details screen, Onayla (Approve) confirms it; Reddet (Reject) cancels it and frees the vehicle. A vehicle cannot be handed over before approval.
  • Pending approvals appear on the Riskler (Risks) card on the home screen and in the notification bell.

When you cancel a reservation you can choose an İptal nedeni (Cancellation reason): the customer cancelled, the customer did not show up (no-show), or the company cancelled.

Drafts

Once you enter meaningful information, a draft is saved automatically; you can also press Taslağı kaydet (Save draft). Continue drafts from the Taslaklar (Drafts) area on the Reservations page; they are kept for 30 days. A draft does not hold the vehicle; availability is checked again when you create the reservation. To hold the vehicle without confirming yet, use Onay bekliyor (Pending approval) instead of a draft.