Rental Rates in Navotar

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In Navotar you can set and edit the base rates & seasonal rates for a specific vehicle type and location. In Navotar, there are many ways to configure rental rates. Based on your requirements, the configuration team at Navotar will help you set up the accounts accordingly.

This guide explains the process of rental rate configuration in Navotar. Please do not hesitate to contact support@navotar.com for any further clarification:

The Navotar Software will require the daily rates setup to work properly. If you do not have any specific rates, for example, when asked for a “Monthly Rate,” you should add a “0” and the system will instead calculate the other available rates.

The following are the Rental Rate calculations that are available in the system:

If you are a Rental Company that calculates the Rental Rates based on Daily, Weekly & Monthly, by default the system supports this rate structure.

In order to configure rental rates, please refer to the following steps;

  1. Select the Admin tab from the main menu.
  1. Select Rental Rates under the Rates Configuration subheading.
  1. Click on Add New Rate.
  1. Fill in the required fields.

Please note: If you want a Rate Name that does not appear in the drop-down menu, simply click on the  symbol and you will be able to add a new rate name. You must fill in all of the mandatory fields. If there is a mandatory field that you do not want to fill in, input a 0 into the box. By default, Navotar associates a month with a value of 30. If you want to change it to 28 or any number, please contact support@navotar.com. The mandatory fields are:

    • Rate Name
    • Hourly Rate
    • Half-Day Rate
    • Daily Rate
    • Weekly Rate
    • Vehicle Type
    • Location
    • Per Gallon Charge
    • Per Miles Charge
    • Daily miles allowed
  1. Click on Save Changes.

How does the Daily, Weekly & Monthly Rates Structure work?

Daily, Weekly & Monthly Rate Explanation

When you configure the Rental Rates based on Daily, Weekly & Monthly, the system will find the applicable rental rate charge in between the Checkout Date Time and CheckIn Date Time and applies the following logic:

Based on the CheckOUT Date Time and CheckIN Date Time, the system will automatically calculate the number of days, weeks, and months involved within the given date range. The number of days in the month will depend on your system configuration. By default, the number of days in a month will be 28. By contacting your account manager, you will be able to make adjustments to it.

This setup follows a value pricing model. For example, if you have configured the rental rates as follows:

    • Daily Rate = $25
    • Weekly Rate = $160
    • Monthly Rate = $600

If the customer rents the vehicle for;

    • 5 Days: The system will calculate 5 Daily Rates
    • 8 Days: The system will calculate 1 Weekly Rate and 1 Daily Rate
    • 15 Days: The system will calculate 2 Weekly Rates and 1 Daily Rate
    • 40 Days: The system will calculate 1 Monthly Rate, 1 Weekly Rate, and 5 Daily Rates.

As mentioned initially, if you do not have a monthly rate option, you should define the Monthly Rate as “0.00”. In this case, say a vehicle is rented for 40 days, the system will calculate for 5 weekly rates and 5 daily rates.

In addition to the above configuration, you shall also configure Extra Hourly, Extra Daily, and Extra Weekly rates in Navotar. For example, if the customer fails to return the car on time, you do not have to charge the usual hourly rates. Say your usual hourly rates are $5. However, if the customer fails to return the car on time, you shall charge an additional hourly rate of $8.

Hourly & Half Day Rate Setup

In addition to Daily, Weekly & Monthly Rates, Navotar also supports Hourly and Half Day Rates. Upon configuring the half-day rates, please do communicate with your Account Manager to setup the minimum and maximum amount of hours for a Half Day rental.

  • Minimum hours for Half Day - If you consider 4 hours minimum as a half-day, this should be configured as 4 hours.
  • Maximum hours for Half Day - If you consider 8 hours maximum as a half-day, this should be configured as 8 hours. After 8 hours, you should determine if the system should calculate an hourly rate or if it should automatically calculate a daily rate instead.

 

Grace Period Setup

Furthermore, in the Rates setup you shall configure the grace period as well. Grace periods are often given through a minute-by-minute basis. For example, if you do not want to charge for an initial 60 minutes delay, you should input a value of 60 within the grace field and the system will avoid calculating charges for the first 60-minute delay.

How flexible is Daily, Weekly & Monthly Rates Structure?

Navotar has plenty of rate features available which can be enabled based on your requirements. The available rental rate features are as follows;

  • Minimum Hour for Daily - If you have Hourly and Daily Rates, you can define when the hourly rates should get turned into a daily rate. For example, you can consider 8 hours as 1 day.
  • Lowest Price - If this option is enabled, it will take the lowest price. For example, let's say the hourly rate is $10 and the daily rate is $50. If a customer rents the vehicle for 1 day and 6 hours, and the Lowest Price option is not enabled, it will be calculated as 1 daily and 6 hourly which is $110 in total. If this option is enabled, it will instead be calculated as 2 daily since the price of 2 daily rates is $100 only!

If you only charge your customers a daily rate and if your daily rate gets reduced when the number of days increases, then this setup is for you.

For example, your rate structure will be as follows:

  • 1 to 3 days - $35 per day
  • 3 to 6 days - $32 per day
  • 6 days to 10 days - $30 per day
  • More than 10 days - $28 per day

In order to configure a Decreasing Rate Structure, please contact your Account Manager to enable the setup for you.

Once the feature is enabled, please refer to the following steps:

  1. Select the Admin tab from the main menu.
  1. Select Day Rates under the Rates Configuration subheading.
  1. Click on Add New Rate.
  1. Then fill in the required fields.

Please note: if you want a Rate Name that does not appear in the drop-down menu, simply click on symbol and you will able to add a new rate name.

You must fill in all of the mandatory fields. If there is a mandatory field that you do not want to fill in, mark it as a 0. The mandatory fields are:

  • Rate Name
  • Hourly Rate
  • Half-Day Rate
  • Vehicle Type
  • Location
  • Per Gallon Charge
  • Per Miles Charge
  • Daily miles allowed
  • Rates based on No of Days

If you would like to copy the rates from a different rental rate, please use the option “Choose Predefined locations rates

  1. Click on Save Changes.

How does the decreasing rate structure work?

Decreasing rate structure reduces the daily rate when the customer books the vehicle for more days. For example, if you have configured the rental rates as follows:

If the customer rents the vehicle for:

  • 1 day Rental - The calculation would be 1 X $40 = $40.00
  • 2 days Rental - The calculation would be 2 X $38 = $76.00
  • 3 days Rental - The calculation would be 3 X $38 = $114.00
  • 4 days Rental - The calculation would be 4 X $35 = $140.00
  • 5 days Rental - The calculation would be 5 X $35 = $175.00
  • 6 days Rental - The calculation would be 6 X $30 = $180.00

 

Hourly & Half Day Rate Setup

In addition to the decreasing rate structure, Navotar also supports Hourly and Half Day Rates. Upon configuring the half-day rates, please do communicate with your Account Manager to setup the Minimum and Maximum Hours for Half Day.

  • Minimum hours for Half Day - If you consider 4 hours minimum as a half-day, this should be configured as 4 hours.
  • Maximum hours for Half Day - If you consider 8 hours maximum as a half-day, this should be configured as 8 hours. After 8 hours, you should determine if the system should calculate an hourly rate or if it should automatically calculate a daily rate instead.

 

How flexible is the decreasing rate structure?

Navotar has plenty of rate features available which can be enabled based on your requirements. The available rental rate features are as follows;

Minimum Hour for Daily - If you have Hourly and Daily Rates, you can define when the hourly rates should get turned into a daily rate. For example, you can consider 8 hours as 1 day.

If you charge the customer higher only on the first day and have a different fixed rental rate for the upcoming days, then this setup is for you.

For example, your rate structure could be as follows:

  • The first day rental is $100
  • From 2nd Day onwards the rental rate is $80 per day

In order to configure the First Day Higher Rate Setup, please contact your Account Manager to enable the setup for you.

Once the feature is enabled, please refer to the following steps:

  1. Select the Admin tab from the main menu.
  1. Select Day Rates under the Rates Configuration subheading.
  1. Click on Add New Rate.
  1. Then fill in the required fields.

Please note: if you want a Rate Name that does not appear in the drop-down menu, simply click on the  symbol and you will able to add a new rate name.

You must fill in all of the mandatory fields. If there is a mandatory field that you do not want to fill in, input a 0 into the box. The mandatory fields are:

  • Rate Name
  • Hourly Rate
  • Half-Day Rate
  • Vehicle Type
  • Location
  • Per Gallon Charge
  • Per Miles Charge
  • Daily miles allowed
  • Initial Rate
  • Increment Rate
  1. Click on Save Changes.

How does the First Day Rate Setup work?

First Day Rate setup works in a way where the First Day of the Rental will be always higher, and the upcoming daily rates will be a fixed rate.

For example, for your vehicle, you charge $100 for the first day and following days you charge $80 per day;

If the customer rents the vehicle for:

  • 1-day Rental - The calculation would be 1 X $100 = $100.00
  • 2 day Rental - The calculation would be $100 + $80 = $180.00
  • 3 day Rental - The calculation would be $100 + $80 + $80 = $260.00

 

Hourly & Half Day Rate Setup

In addition to the First Day Rate Setup, Navotar also supports Hourly and Half Day Rates. Upon configuring the half-day rates, please do communicate with your Account Manager to setup the Minimum and Maximum Hours for Half Day.

  • Minimum hours for Half Day - If you consider 4 hours minimum as a half-day, this should be configured as 4 hours.
  • Maximum hours for Half Day - If you consider 8 hours maximum as a half-day, this should be configured as 8 hours. After 8 hours, you should determine if the system should calculate an hourly rate or if it should automatically calculate a daily rate instead.

 

How flexible is First Day Rate Setup?

Navotar has plenty of rate features available which can be enabled based on your requirements. The available rental rate features are as follows;

  • Minimum Hour for Daily - If you have Hourly and Daily Rates, you can define when the hourly rates should get turned into a daily rate. For example, you can consider 8 hours as 1 day.

In Navotar you also have the option to configure rental rates based on seasons. For example, if you have specific rates for a low season, high season, Christmas holidays etc, these can be configured in the Navotar Software.

In order to configure the seasonal rates, please make sure the rental rates are already created for those specific seasons.

In Navotar you shall add any number of Rental Rates by using the  “” while creating the rental rate.

Once you have configured the rental rates for each season, it is now time to define the duration of the specific rental rate for each season.

In order to configure, please follow the steps below:

  1. Select the Admin tab in the main menu.
  1. SelectSeasonal Rates under Rates Configuration in the admin panel.
  1. Click on Add New Seasonal Rate. In the window that pops up, select the rate name added out of the available rates, start date, end date, and denote if the rate needs to be reflected in the reservation plugin by checking Is Online and Active check boxes.

Rental Rates That Are Categorized By Two Seasons:

There are rental companies that do long term rentals too. While doing the long-term rental, there are chances that the rental period will fall under two seasons. These situations can be handled in many ways within Navotar:

Priority for CheckOUT Date

With this option, it does not matter how many seasons fall within the rental period, the system will always take the CheckOut Date rates and apply it for the entire rental period.

For example, say there is a 60-day rental where the first 20 days fall under a high season and the last 40 days fall under a low season. Since the Checkout was completed during the higher season, the system will take the high season rental rate and will apply it for the entire 60 days.

By default, your account will be set up for this rate structure. However, there are other options to choose from as well.

Priority for Maximum Price

With this option, it does not matter how many seasons fall within the rental period, the system will always choose the rental rate that is on the higher end.

For example, say there is a 60-day rental and the first 20 days have a rate of $80 per day and the last 40 days have a rate of $90 per day.

Although at the time of CheckOut, the daily rate was $80 per day, since there is a higher daily rate at the later days, the system will take the highest daily rate and will apply it for the entire rental period. In this case it would be $90 for 60 days.

Merged Seasonal Rate

Before we get into this rental rate, please note that this calculation is applicable only if you have a Decreasing Rate Structure.

For example:

Seasonal Rate Configuration 

20/12/2019 – 22/12/2019 - Base Rate

22/12/2019 – 30/12/2019 - Seasonal Rate

Rate Configuration 

Base Rate Seasonal Rate
Day 1 $100 $200
Day 2 $90 $180
Day 3 $80 $160
Day 4 $70 $140

A customer rents the vehicle from 20th Dec to 25th Dec. So, the calculation will be as follows:

20th December to 22nd December (2 Days) - $90 * 2 = $180

22nd December to 25th December (3 Days) - $160 * 3 = $480

So, the total rental amount would be - $660

By default, in the Navotar system:

  • Retail Rentals follow 24 Hours Calculation
  • Insurance Rentals follow Calendar Day Calculation

What is the difference between a Calendar Day Calculation and 24 Hours Calculation?

If a customer rents a vehicle today at 9 am till tomorrow at 9 am:

  • The 24-Hour Calculation method would consider this as 1 day.
  • The Calendar Day Calculation would consider this as 2 days (Since rental hours went to the next calendar day)

By default, the retail rentals calculate based on a 24-hour calculation. You should contact your account manager if you would like to change your setup to follow the calendar day calculation method.

If you offer any package rates for your customers, you should use this option. Package rates are often applicable when you have a defined Start Date and End Date. For example, if your rental is closed on Saturday and Sunday and you would like to give a promotional rate for those who take the car from Friday to Monday, this package rate will be much useful.

In addition, you shall define if the package rate should be applicable every week or every year.

In order to use the package rate, please use the following steps:

  1. Select the Admin tab in the main menu
  1. Select Package Rate underneath the Rates Configuration subheading.
  1. Click on Add Package Rate.
  1. Fill in the required fields.
  1. Click Save Changes.
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