Raise a booking
Create a booking and what each field on the form means.
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. You will see a banner 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. Choosing a saved car means its daily rate and default deposit fill in for you.
- Hire start: the date the hire begins.
- Hire end: the date the car is due back. KeyProof uses these two dates to work out the length of the hire and to check the car is free (see Calendar and clashes).
- Deposit: the deposit you are taking, in pounds. If you picked a saved car with a default deposit, this fills in automatically. You can change it for this hire. KeyProof records the deposit against the booking; you decide how you actually take it (see Deposits).
- Hire price: what the hire costs. If the car has a daily or weekly 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.
- Extras note: a short line describing what the extra is for. There are quick chips to add common extras fast.
- Renter mobile: optional, but useful. If you have hired to this number before, KeyProof shows you it is a known renter, how many hires they have had, and any flags. If the number is on your blocklist, you will be warned.
Known renters and warnings
If the renter's mobile matches someone you have dealt with, you will 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 Calendar and clashes.
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.