Oct 26, 2018

How-to manage and create Rental Agreements and Policies

Managing Rental Agreements

Rental Agreements contain the terms and conditions that form the contract between the limousine company and its customers.

Limo Anywhere has the functionality to store multiple Reservation Agreements and can apply to different types of trips.  For example there could be a Rental Agreement that applies to business travelers going to and from an airport that would have far different terms than a Rental Agreement that would apply to a night on the town. The option to create, store an utilize multiple Rental Agreements is a decision for each limousine company.
Limo Anywhere comes with a Standard Rental Agreement installed.  The Standard Rental Agreement reads as follows:

All deposits are NON refundable. Company is not liable in the event of mechanical breakdown while on charter and will only be responsible for making up lost time at a mutually agreed date. The client assumes full financial liability for any damage to the limousine caused during the duration of the rental by them or any members of their party. A fee of 100.00 for each carpet or seat burn. Sanitation fee is 250.00. Alcohol Consumption and drug use is prohibited by law. Any fines will be paid for by the customer. The driver has the right to terminate run without refund (if there is blatant indiscretion on the part of the client(s)). It is Illegal to stand through the sunroof. Smoking is not permitted in some of our limousines and this is left to the discretion of the driver. Overtime pay will apply after the first 15 minutes of prearranged time described on the run sheet. Not responsible for delays or the termination in winter caused by unsafe road conditions (ie. not salted, accidents, etc.). Not responsible for articles left in the limousine. Balances to be paid to the driver on the run date before the beginning of the run. Vehicles cannot be loaded beyond seating capacity.

Important Notice:  Limo Anywhere has provided the Standard rental Agreement as an example.  In no way should this example be construed as the necessary verbiage to create binding contract.  Limo Anywhere recommends that each company create their own agreement that will be applicable for the regulations and laws where it operates.
Rental Agreements can be added, edited, or deleted at any time.

Viewing Rental Agreements

  1. Click on the ‘My Office‘ icon on the toolbar.
  2. Open the ‘Company Settings‘ tab and click on the ‘Policies‘ button.
  3. Any Rental Agreements currently stored in the company’s Limo Anywhere system will appear in the Stored Agreements list.

Adding a Rental Agreement

  1. Enter the title of the Rental Agreement in Rental Name
  2. Select the Status as ACTIVE (default) or INACTIVE from the drop down list. Note: INACTIVE Rental Agreements will appear in the Stored Agreement list in red font.
  3. Enter the text of the Rental Agreement.
    Note: There are text editing tools above the Rental Agreement field that will allow portions of the text to be bold, italicized, underlined, colored or highlighted for emphasis; or to facilitate other editing as is desired by the company.
    Helpful Hint: To copy the text from a document such as a MS Word or Google Docs, copy and paste the text into a text file like Notepad, and then copy and paste it form there into Limo Anywhere.  This will remove any coding that is incompatible with HTML.
  4. Below the text are two default settings.
  5. Click to place a check in the check box to ‘Use this agreement default‘ (highlighted orange).  This selection result in this Rental Agreement being auto populated into every reservation created.  A different Rental Agreement can be selected in the reservation if necessary.
  6. Click to place a check in the check box to ‘Default Farm-out Agreement‘ (highlighted blue). This selection result in this Rental Agreement being auto populated into every ‘Farm-out‘ reservation created; superseding the Default Agreement selected above.  A different Rental Agreement can be selected in the reservation if necessary.
  7. Click ‘Save‘ to add the Rental Agreement.

Editing A Rental Agreement

  1. Select the Rental Agreement to be edited from the Stored Agreement list.
  2. Click the ‘Edit‘ button.
  3. Change the Rental Name, Status, Text, and make the default selections as desired.
  4. Click ‘Save‘ to retain any changes.

Deleting a Rental Agreement

  1. Select the Rental Agreement to be edited from the Stored Agreement list.
  2. Click the ‘Delete‘ button.
NOTE:There is not an “are you sure you want to delete?’ message that comes up before the delete process is completed with a Rental Agreement is deleted, and once deleted it can not be recovered so proceed cautiously.  Helpful Hint:  It is recommended that the Status function be utilized (changing it to INACTIVE) for a Rental Agreement that is not to be used rather than deleting it.

Rental Agreements in Reservations

Rental Agreements are added to a reservation by default if selected as above; or by selection as illustrated below.

Settings that Affect Rental Agreements

There are a number of settings in Limo Anywhere that can affect which Rental Agreements are utilized and in what forms they appear.
  1. My Office
  2. Company Settings tab
  3. Company Preferences
  4. Forms, Reports
    Show Affiliate Agreement on Affiliate Trip Sheets?:   Select YES or No
    Hide Rental Agreement on Driver Trip Sheets:    Select YES or No
  1. My Office
  2. Company Settings tab
  3. Online Reservation System
  4. General

Default Rental Agreement: Select from active Rental Agreements as displayed on the drop down list.

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