Create a booking
Start a hire, what each field on the form means, and the warnings for known renters and clashes.
A booking is the start of every hire. Once you create it, KeyProof gives you the check-in link to send your renter.
How to create a booking
- Go to the Bookings tab.
- Start a new booking. The button is labelled "Create + get link", because that is exactly what happens: you fill in the hire, and KeyProof hands you the renter's link.
- Fill in the fields below.
- Create the booking. A banner appears with the renter's link ready to send. See Send the renter link.
What each field means
- Registration: the number plate of the car going out. If you have DVLA vehicle checks switched on, you can run a DVLA check here to pull the car's details.
- Vehicle: the car itself. Start typing and pick from your saved fleet. A saved car fills in its daily rate and default deposit for you.
- Hire start: the date the hire begins.
- Hire end: the date the car is due back. KeyProof uses the two dates to work out the length of the hire and to check the car is free. See The calendar and clash guard.
- Deposit: the deposit you are taking, in pounds. KeyProof records it against the booking; you decide how you actually take it. See Deposits and card holds.
- Hire price: what the hire costs. If the car has a rate saved, KeyProof quotes a price from the rate and the number of days. You can override it.
- Extras: any added amount on top, such as an extra driver, delivery, or excess mileage, with a short note and quick chips for common extras.
- Renter mobile: optional but useful. If you have hired to this number before, KeyProof shows it is a known renter, how many hires they have had, and any flags. A blocklisted number is flagged before you go on.
Known renters and warnings
If the renter's mobile matches someone you have dealt with, you see a known-renter tag with their history. If they are flagged or blocklisted, KeyProof tells you before you go any further. This is your own private history, never shared with anyone.
If the car is already booked
If the dates clash with another hire for the same car, KeyProof warns you before you create the booking. You can still go ahead with "Create anyway" if you know the clash is fine, for example a same-day swap. See The calendar and clash guard.
Adding extra drivers
Additional named drivers are added after the booking exists, inside the booking's detail sheet, not on the create form. Open the booking, find the drivers section, and add each named driver there.