Car Rental Documentation

Open the Fleet tab

From your car rental dashboard sidebar, click Fleet. This shows all your registered vehicles and their current status.

Click "Add Vehicle"

Hit the Add Vehicle button in the top-right corner. A form will open where you can enter all vehicle details.

Enter vehicle details

Fill in the make, model, plate number, and daily rate. These details appear on every rental created for this vehicle.

Set vehicle status

New vehicles default to Available. You can set them to Maintenance if they're not yet ready to rent.

Save the vehicle

Click Save. The vehicle is now part of your fleet and can be selected when creating a new rental reservation.

Open the Customers tab

Click Customers in the sidebar. This lists all registered customers along with their status and rental count.

Click "Add Customer"

Hit Add Customer to open the registration form. All fields you fill in here are linked to every future rental for this person.

Enter customer details

Enter the customer's full name, phone number, email address, and driver's license number. License number is important for dispute tracking.

Save the customer

Click Save. The customer is now in your system and can be assigned to new rental reservations.

Open the Rentals tab

Click Rentals in the sidebar. This shows all active, reserved, returned, overdue, and cancelled rentals.

Click "New Rental"

Hit New Rental to open the reservation form. You'll need a vehicle and customer already registered before proceeding.

Select the vehicle and customer

Choose the vehicle from the dropdown — only Available vehicles appear. Then select the customer from your registered customers list.

Set pickup and return dates

Enter the pickup date and expected return date. The system uses these to calculate the rental duration and flag overdue vehicles.

Add deposit and location details

Enter the deposit amount collected and the pickup/return locations if applicable. These fields are optional but recommended.

Save as Reserved or Active

Save as Reserved if the customer hasn't picked up the car yet. Change to Active when they do. The vehicle status updates automatically.

Enter deposit when creating a rental

The deposit amount field appears in the New Rental form. Enter the amount the customer paid upfront before picking up the vehicle.

View deposit on the rental record

Open any rental to see the deposit amount alongside the total rental amount. Both figures are visible on the rental detail page.

Update deposit if needed

If a customer pays an additional deposit, open the rental record and edit the deposit field. Changes save immediately.

Review deposits in your revenue report

Your revenue dashboard shows total rental amounts. Cross-reference with deposit fields to track what's been pre-collected vs. still owed.

Check the Overdue count on your dashboard

Your car rental dashboard shows an Overdue count in the summary cards. Any non-zero value needs immediate attention.

Filter by Overdue status in Rentals

Go to Rentals and filter by Overdue. The list shows every rental that's passed its return date and is still Active.

Contact the customer

Open the rental record to see the customer's phone number and email. Reach out to confirm a new return date or report a vehicle issue.

Update the return date if extended

If the customer is keeping the car longer, edit the rental and push the return date forward. This clears the overdue flag.

Mark as Returned when the car comes back

When the vehicle is returned, open the rental and click Return. The vehicle status changes back to Available for the next booking.

Open the Dashboard

The car rental dashboard loads automatically when you enter the module. Summary cards appear at the top with key real-time metrics.

Read the summary cards

Cards show: Available vehicles, Active rentals, Overdue count, and Monthly revenue. These update live as rentals are created or returned.

Check the Monthly Revenue chart

The bar chart shows rental revenue by month. Hover over a bar to see the exact figure. Compare months to spot seasonal trends.

Review Upcoming Returns

The Upcoming Returns section lists active rentals sorted by return date — so you can prepare for handoffs today, tomorrow, and this week.

Monitor fleet utilization

Divide active rentals by total fleet size to see your utilization rate. High utilization means your fleet is working. Low means idle inventory.

Open Public Page settings

In your car rental dashboard sidebar, click Public Page. This is where you configure your public-facing booking URL and design.

Set your unique slug

Enter a short, memorable slug (e.g. your business name). Your public page will be live at smapey.com/rent/your-slug. Slugs must be unique across all Smapey accounts.

Save the slug

Click Save Slug. Once saved, the public page is immediately live. Anyone with the link can browse your vehicles and submit an inquiry.

Share your booking link

Copy the public page URL and add it to your Google Maps listing, Facebook page, Instagram bio, or wherever customers contact you. This is your 24/7 online booking intake.

Open Public Page settings

Go to Public Page in the sidebar. Scroll down to the Deposit section below the page design selector.

Upload your QR code image

Click the QR code upload area and select your payment QR image — typically your GCash, Maya, or bank QR code. PNG or JPG files both work.

Your QR appears on your booking page

Once uploaded, a Deposit Required section appears on your public booking page. Customers can scan the QR code to pay their deposit before pickup — without any back-and-forth messaging.

Update or remove the QR code

To swap it out, upload a new image — the old one is replaced immediately. To remove it entirely, click the remove button next to the uploaded QR image.

Open Public Page settings

Go to Public Page in the sidebar. Below the slug field you'll find the Page Design section with a visual preview of each available theme.

Preview the available designs

Five designs are shown: Midnight (dark, orange), Clean (minimal white), Ocean (navy glassmorphism), Forest (dark green angular), and Luxury (gold editorial). Locked designs show a lock icon with your required plan.

Click a design to apply it

Clicking an unlocked design saves it immediately — your public page updates live. No separate save button needed.

Set a cover photo

In the Personalize section below the theme selector, upload a cover photo. It displays as a full-width hero image at the top of your public page. Works on all 5 themes.

Add a tagline

Enter a short tagline (e.g. "Affordable rides across the city"). It appears below your business name on the public page — a quick way to set your brand tone.

Pick an accent color

Choose a hex color for your accent. Buttons, borders, and highlights on your public page will use this color. Works on all themes so your brand color always comes through.

Upgrade to unlock more designs

FREE plan includes Midnight only. PRO adds Clean and Ocean. ENTERPRISE unlocks Forest and Luxury. Upgrade in Settings → Billing.

Open the Inquiries tab

Click Inquiries in the sidebar. All submissions from your public page appear here sorted by date, showing customer name, vehicle, dates, and status.

Read the inquiry details

Each row shows the customer's name, phone, requested vehicle, pickup/return dates, and any notes they left. Click a row to expand full details.

Approve or Reject

Hit Approve to confirm the request or Reject to decline it. Both actions update the inquiry status immediately. Rejected inquiries stay on record but are visually marked.

Follow up with the customer

After approving, use the customer's phone number shown in the inquiry to confirm details directly. The customer isn't notified automatically — outreach is manual.

Find an approved inquiry

Go to Inquiries and filter by Approved, or look for the green Approved badge. Only approved inquiries can be converted.

Click "Convert to Rental"

The Convert to Rental button appears on every approved inquiry that hasn't been converted yet. Click it to start the conversion.

Customer is created automatically

If the customer's phone number isn't already in your system, a new customer profile is created using the name and phone from the inquiry. No manual data entry needed.

Rental is created and you're redirected

A new rental reservation is created with the vehicle, customer, and dates from the inquiry. You're taken to the Rentals tab automatically to review and activate it.

Inquiry is marked as converted

The original inquiry shows a Rental Created badge. The Convert button disappears — each inquiry can only produce one rental to prevent duplicates.

A customer submits an inquiry

When someone fills out and submits the booking form on your public page, the system creates the inquiry and immediately sends a notification to your account.

The bell badge lights up

A red badge with a count appears on the notification bell in your dashboard header. You'll see it the next time you're on any page in the dashboard — no refresh needed.

Click the bell to see the notification

Click the bell icon to open the notification panel. You'll see a card that shows the customer's name, vehicle, and dates — along with a "Tap to view inquiries →" hint.

Click the notification to go directly to inquiries

Clicking the notification closes the panel, navigates you to the Booking Inquiries page, and refreshes the list automatically — so the new inquiry is always at the top.

Open the Fleet tab

Go to Fleet in the sidebar. Your registered vehicles are listed here with their current status and a thumbnail if a photo has been uploaded.

Open Add Vehicle or Edit an existing one

Click Add Vehicle to create a new one, or click the edit icon on any existing vehicle. The vehicle form includes a photo upload area at the top.

Upload a vehicle photo

Click the photo upload zone and select an image file from your device. You'll see a preview of the photo immediately inside the form before saving.

Save the vehicle

Click Save. The photo is uploaded to the cloud and linked to that vehicle. It now shows as a thumbnail in the fleet list and as a full image on your public booking page.

Replace or remove a photo

To replace a photo, open the vehicle edit form and upload a new image — the old one is overwritten. To remove it entirely, click the remove button that appears on the photo preview.