FAQ – Frequently Asked Questions about Rental Software

This FAQ answers common questions about setting up and using Bookyt. The answers take you directly to the relevant settings and typical workflows.

Number of active rental items

The message “The number of active vehicles exceeds the number included in your package” appears.

If you see this message, open “Administration” → “Account” → “Status”. There you can see how many vehicles you are currently using and how many are enabled in your account. If the number used exceeds this amount, adjust the quantity according to your needs. You can change the number under “Administration” → “Account” → “Your software package” → “General”.

If you manage vehicles that are currently not in use, you can also find and open them under “Administration” → “Vehicles” and set their status to “decommissioned”. This means you only pay for the vehicles that are actively being rented out.

Restrict items to individual locations

Do you have different rental items that are only available at certain locations? No problem. Under “Settings” → “Basic settings” → “Booking”, you can activate the function that allows you to separate your rental items. In the frontend, they will then only be shown under the selected location. In your backend, they remain fully visible in the item overview.

On which page/section can I change my deposit amount?

You can adjust the deposit for online bookings via “Administration” – “Frontend” – “Appearance”. This setting is applied globally. Alternatively, under Administration → Categories/Groups, you can store a separate deposit depending on the rental item group.

Using authorities in Bookyt

If you want to use contact with an authority in Bookyt, you must first create it.

To do this, open “Administration” → “People” → “Create new person”.

Set the customer type to “Authority”. You will then see all required fields and information highlighted in red. Enter the details and save the process using the “Save” button at the bottom of the page.

You can now select the authority as a person in a booking record and link it to official processes.

I added CSS to an email form. Why is the email not being output, or why am I now getting an error?

Do not use { } in email forms. If curly braces are necessary, enclose the affected block with {literal} {/literal}. Further information is available in the Smarty documentation for Literal.

Why is the search result limited to 300 records?

The message “More than 300 records were found. The display has been limited to the first 300 records” does not mean that a capacity limit has been reached.

The list tool displays a maximum of 300 records at a time. If you want to evaluate all results, export the data to Excel (the Excel module is required) or narrow the search further using suitable filters.

Is it possible to add an automatic notification in the system if someone does not have a required driver’s license class?

Store the appropriate driver’s license classes for the vehicle groups under “Properties”. The user will then receive the relevant information in the booking screen and in the frontend.

Industries and use cases

Bookyt works for almost every industry. It was designed to support as many scenarios as possible.

For more specific details, simply contact our Support.

Do I need my own server?

The rental version of the software is provided directly for you. We handle the provision and maintenance of a fast server that is optimally tailored to your needs. Your own server is not required.

Mileage is not being requested

Please check whether the odometer is active for the individual vehicles.

To do this, open “Administration” → “Groups”, select the relevant group, and check further down under “Counters” → “Km” whether this function is activated.

Please also check whether the option “Use counters” is active under “Settings” → “Basic settings” → “Counters”.

Customers can book additional kilometer packages with any tariff in addition to the included KM. How can I set this up?

You need to create all tariffs with the corresponding included kilometers, for example 100 km per day, 300 km per day, 500 km per day, and so on. The program will then automatically calculate the cheapest tariff for the renter. Simply use the tariff copy function for this.

The invoice numbers do not appear to be assigned consecutively. Why?

The invoice number is created according to the workflow once the rental item has been returned. This is related to the status and whether the customer is charged for additional time.

If not, simply work with an interim invoice.

The rental software asks for the return mileage even though the vehicle has not yet been returned.

Please only set the invoice date when you actually create the invoice. Otherwise, the km field is mandatory.

You have booked the rental homepage. What happens next?

1. The homepage is ready to use immediately. You can find the URL under “Administration” – “Frontend” under “Preview”.
2. Upload your logo under “Layout” – “Upload file”, then select it under “Administration” – “Account”.
3. The “Locations” and “Vehicles” pages are populated with data from the software backend. Therefore, check that all information has been entered there completely. The terms and conditions in the online booking are also taken from the backend and should be maintained there.

Email sending not possible

Once you have completed your basic setup, please remember to remove the catch-all address under “Settings” → “Automation, Communication and Templates” → “Email” → “Settings”.

This is stored by Bookyt by default so that, for testing purposes, all outgoing messages are initially sent to your predefined location email address. You will also be notified in the backend with a red-highlighted notice as long as the catch-all address is still configured.

One of the forms should have the standard footer but no header. However, only both can be enabled or disabled. Is there a solution?

Add the following HTML tag at the beginning of the document: pd4ml:page.footer

You can now fill it with any content you like. Alternatively, use the placeholder mandant_briefkopf_footer_html to insert the standard footer.

The reverse works accordingly with the tag pd4ml:page.header and the placeholder mandant_briefkopf_header_html.

Alternatively, in the form editor settings, you can also choose whether headers and footers should be displayed.

Is it also possible to create a weekend tariff or monthly tariff?

You can define the validity period in the tariff settings and therefore set it for a specific time. Please also use the tutorial section of our website. There, the tariff setup is explained in more detail. Since the tariff module is very complex, feel free to contact our support team if you have any questions. We will be happy to help you set it up.

Is there a setting for vehicles where online booking only shows “Requests”, even if a tariff is available?

This can be activated easily in the settings with the “Allow overbooking” option.

Is there a way to bring commission recipients up to date and delete some of the people/companies?

Unfortunately, this is not possible because all booking records, invoices, and so on are linked to one another. Booking records must always be assigned to a person.

However, you can merge people if they were created twice. The booking records will then be reassigned accordingly.

Is there a way to evaluate resource deliveries between (virtual) locations?

Yes, you can view this under the “Statistics” menu item.

Are there sample forms, terms and conditions, etc. in Bookyt?

You can choose from a wide range of standard forms. However, you must create your own terms and conditions and privacy policy, as these must be tailored individually to your company.

I changed the prices under “Liability reductions”. Why is this not reflected in the frontend?

If you want to set the costs of the liability reduction, you must do this individually for each tariff.

To do so, go to the tariff overview → “edit” → and set the costs for this in the lower section of the tariff.

You should configure this separately for each tariff.

I decommissioned one resource and activated another. Why is the occupancy schedule no longer appearing?

If you want to decommission a resource with the date “today”, it is still considered “active” for the current day. This then conflicts with the new resource. It is better to use the previous day’s date.

I have enabled new employees/administrators but cannot use them

If you have added new employee or administrator access in the account settings, you must also create them as people.

To do this, click “Administration” → “People” → “Create new person” and change the customer type to “Employee”.

The available options will then change. Further down, you can configure the required details.

In the “Login data” accordion menu, set the username and specify whether the user is allowed to log in.

In the “Permissions” menu, under “User rights”, define whether the person is a location employee or administrator. Set any additional rights and then click the “Apply” button to save the setup.

The new user is then enabled and can log in.

I cannot log in to the backend

For this issue, use an administrative account to check whether the user trying to log in has the necessary rights and is allowed to log in.

You can check this under “Administration” → “People”. Search for the account in the person search.

Open it and check the customer type. It must be set to employee. Further down, under “Login data”, you can change the password and enable the option allowing the employee to log in.

Below that, under “Permissions”, set whether the person is an administrator or a location employee.

Once you have configured all of this, the account should be able to log in successfully.

If you have further questions, our support team at service@phcom.de will be happy to help.

I want to compare damage when a rental item is picked up

Under “Settings” → “Basic settings” → “Pickup and return”, you can activate the option “Show damage form during pickup”. This prompts you during pickup and return to compare existing damage or create new damage records. Important: This function is not available when collective booking is activated.

I want my own booking app. What media do I need to provide?

An icon and a meaningful description text for the App Store are required for the app.

According to Apple specifications, the app icon must be provided in various sizes. For this, we need a template as a PNG, square, with a resolution of at least 2048×2048.

After ordering, send the logo to service@Bookyt.de. Note: Setting up the branded booking app involves a one-time setup fee of €199.

I want my own damage graphic in the rental agreement. How does that work?

Upload your graphic in the settings, in the Media Center under “Damage graphic”. The file should be in JPG or PNG format, 1000px wide and 500px high. The file name will then be the corresponding entry in the graphic selection.

The form preview only shows a loading graphic, but no content. The forms cannot be printed. Is the browser the problem?

Make sure your browser can display PDF files. Download Adobe Reader DC to ensure that PDFs are displayed correctly in the browser.

Some words in the online booking are still in German instead of English. Why?

For multilingual online booking, the standard texts and some system parameters must also be translated.

You can do this directly in the fields provided for that purpose. If the fields are left empty, the system falls back to the German version.

Images are missing in my newly created groups and I am no longer notified about it.

At the end of 2021, we decided to remove the notification function at login for several reasons.

To add missing images for vehicles, the company logo, or item images later, you can do this at any time in your backend under: → “Settings” → “Media Center”.

Store individual payment terms

If the standard payment terms do not match your day-to-day rental business, you can change or add to them.

To do this, go to your backend. Select “Administration” → “Pro” and click the dropdown field under “Select table”. Here you can adjust various standard entries. To adjust payment terms or deadlines, select “Booking record payment term” and click “Open”. Then adjust the fields “Label”, “Value”, and “Sorting”.

If you want to add further payment terms, enter the individual payment period in the free text field below and confirm your entry with “Create new entry”.

Your updated payment terms are now available in all menus.

Display an information window when opening the frontend

Do you have important current changes or messages for your customers? Inform them via the message display in your frontend.

To display information when the frontend is opened, go to your backend and click

“Administration” → “Frontend” → “Standard texts” → “Frontend notice text privacy”

Enter your information here briefly and concisely, then save your entry using the “Save” button.

Is adaptation for Switzerland possible (CHF, Swiss VAT, editable insurance)?

Simply select the corresponding currency in the settings under “Default values” and the locally used settings under VAT.

Is it possible to block the online booking system for bookings during a specific period?

Yes, you can restrict the booking period using the location opening hours or the time validity of the tariffs.

Can the booking frontend be redesigned?

The layout of the online booking frontend can be adapted to your own website using CSS rules. You can find the input field for this in the backend under “Administration” –> “Frontend” in the “Website” and “HTML and CSS” tabs.

Under Website, you define basic settings such as color and background. Under HTML and CSS, you or a web designer can edit the complete layout directly, for example:

Change the font:

html {font-family:sans-serif;}

Change the background color:

html {background: #fff;}

Remove padding inside the iframe:

.AroundDiv {padding: 0 2px 0 0;}

Additional changes can also be inserted as CSS rules as usual. The existing standard CSS is overwritten by your rules.

If you need support, contact our support team at service@Bookyt.de

Can the program calculate with 2 tariffs if a reservation spans the high and low season?

Yes, it can represent seasonal tariffs with flexible additional-time calculation.

• To represent seasonal tariffs, enter the validity date in price management until which the tariff is valid (for example, high season summer).
• Under “Tariff calculation for seasonal prices”, select “Seasonal tariff” from the list.
• In the additional duration section, select “Repeat with 2nd scale when exceeded” and enter the amount for the actual tariff (high season summer) and the amount for the excess period (low season winter).

Can the color and appearance of the buttons be changed?

The layout of the online booking frontend can be adapted to your own website using CSS rules. You can find the input field for this in the software backend under “Administration” – “Frontend” in the “HTML and CSS” tab.

Can I embed Bookyt on my website in an iFrame?

Bookyt can be embedded into your own website. Please read the tutorial section for this. We have provided detailed instructions there.

Can I customize the frontend design?

The Bookyt frontend is displayed in a predefined design.

You can insert your own CSS code to make graphical changes.

You can do this under “Administration” → “Frontend” → “HTML and CSS”. Save your changes with the “Save” button.

Since custom CSS can also cause related problems, please understand that we cannot accept liability for this.

Can I assign the vehicle number myself?

The vehicle ID is always assigned permanently by the system.

Can I maintain the content of my website myself?

Yes, you can configure the website under “Administration” → “Frontend” in the Website tab. Here, in addition to all content, you can also define settings such as the background and font color.

Can I store multiple images for a rental item?

Under “Settings” → “Media Center”, you can find your rental item and simply upload additional images. These will then be displayed in the frontend. You can also configure this in the groups/categories.

Can I store my letterhead completely as a DIN A4 watermark?

No, this is not possible for technical reasons. When your forms are converted to PDF format, print margins are applied automatically and the letterhead is therefore reduced in size. However, you can add a background graphic with CSS and use it as a watermark.

Can I store discount codes for promotional periods?

You can of course configure this. Important to note: You need the extension: Vouchers and discount codes.

If you have not yet enabled this option, go to “Administration” → “Account” → “Extensions” and activate the “Vouchers and discount codes” extension. Confirm the notice and save your change.

The “Voucher” option will now appear at the top of your backend. Click it to open the voucher creation menu. Leave the input fields empty and click the green “Create discount code” button.

Now fill in the requested fields and define the validity period. Adjust the additional information and finally click “Enter new”. Your discount code has now been created and can be issued to your customers.

For an overview, click “Voucher” again and you will see an overview of all created vouchers and discount codes.

Can you also search by remarks?

Yes, in the search screen under “Find booking record”, you can search for remark text, for example “Accident”…

Can bookings be canceled internally, and where/how are these changes logged (tax office)?

Yes, bookings can be canceled and rebooked. This is then included directly in accounting and the number range is maintained.

Can a new customer be created directly during a booking?

In the booking screen, you can create a customer using the “large” form. Simply click “Existing customer”, then the “+”, and after everything has been entered, click “Close and apply”.

Can you set online bookings to be possible only from a minimum rental period?

Yes, simply do not activate any tariff shorter than 3 days for online booking.

Can reservations also be created without entering driver’s license data?

You can configure this and other options under “Settings” → “Basic settings” → “Driver’s license”.

Can vehicles be offered at other locations and can customers be informed about this?

You can integrate the explanation into the location information. After selecting the location, the customer can see it there as body text.

When selecting a location in the frontend, the customer sees that the vehicle can also be stored for the other locations via “alternative dates and locations”.

Can credit cards be offered as a payment method?

Yes, payments can be integrated via Stripe, Computop, and PayPal.

Can the invoice number of collective invoices be displayed in “Find” booking record?

Yes, searching in the booking record list by a collective invoice number is also possible. This is a separate number range that starts at 100000. If you search for it, omit any assigned prefixes.

Do you also do customizations?

Yes, we program special adaptations and custom functions on request. Simply contact us.

Some uploaded images of the resources suddenly have a black background. What is going on?

Some devices and browsers, especially mobile devices, cannot display transparent PNG files correctly and then add a black background. For this reason, JPG files or PNG files without transparency should always be used.

My rental item does not appear under return

If you notice that one of your issued rental items is not listed under return, please check the status of the booking record. Only bookings with the status “Rental agreement” are displayed there.

Convert a test account into a live account

The Bookyt live account offers you a wide range of functions. Switch via the menu “Administration” → “Account” → “Order live account” to start using Bookyt without restrictions today.

Trusted Shops integration

You are already successfully live with the Bookyt frontend and want to signal trust and reliability to your customers with a strong quality seal? Register with Trusted Shops and you will receive a so-called TS ID. This ID is uniquely tailored to your Bookyt rental frontend.

To integrate it, log in to your backend and select “Administration” → “Frontend” → “Online tools”. There you will see the input field for your Trusted Shops ID. Insert it there and save your entry. Bookyt will automatically place and activate the Trusted Shops badge in your frontend. You do not need to do anything else.

Why do I receive the message “Mail delivery failed: returning message to sender”

Please check whether the sender email address is identical to the recipient address. The mail server does not accept this. Please use a different email address for your test bookings, for example test@ihrunternehmen.com

Why is the payment reminder empty in the print preview?

The revenue has since been paid and the reminder still exists. The reminder list always shows the current open items. If there are none left, “no records” appears.

However, the reminder is not removed from the list so that it remains traceable that a reminder already existed for this booking record.

Why can a country not be selected for addresses?

Under the system parameters “General” – “Countries”, you can manage the countries to be displayed.

Why can’t I cancel a specific booking?

Bookings can only be canceled as long as no payments have been added.

Why do I not see any forms under “Form design” – “Print forms”? Where can I change the forms?

You can set the email sender address individually for the employee. If you leave this field empty, the system sender address (global settings) is used. If this field is also empty, our email address is used as a fallback.

Why does the deductible release form always show 0.00 euros as the amount?

If no deposit can be calculated, the form shows 0.00 euros instead.

Proceed as follows:

Set a standard deposit for each vehicle group. You can do this under “Administration” → “Groups” by editing the standard deposit fields. !!! For this to work, all customer and driver data must always be completed in full, including ID country and driver’s license country. Otherwise, no standard deposit can be calculated and 0.00 will be displayed!!! Alternative: Enter the deposit manually in the booking record:

1. Click the edit icon in the booking record list
2. The edit window opens. Enter the corresponding deposit here under “Payment information”. Save the booking record.
3. Open print forms with the print button and the deposit amount will be inserted. !!! If no amount is stored in the booking record, no amount or 0.00 will be displayed in the form!!!

Why are my newly added locations not displayed online?

You can enable the locations for the internet in location administration (“Administration” – “Location”).

Why is the discount not applied?

The discount under payment information can only be calculated if a tariff is selected. It does not work with an individual price/tariff.

Why is the customer card not printed correctly on the preprinted paper?

Make absolutely sure that the checkbox for fit to page (also scale to page size) is NOT selected in the print menu. Otherwise, the print image of the customer card form will be reduced in size and will not fit the preprinted paper.

Why is no rental agreement sent by email, only the booking confirmation?

According to the standard workflow, the rental agreement is only sent after the status “Rental agreement” has been assigned.

What do the colors in the occupancy schedule mean?

For better visualization of which resource has already been returned and whether there are still open items to clarify, we have introduced status colors as color coding for the status in the timeline:

Green: free in the timeline Yellow: reservation > not yet picked up Orange: rental agreement > the vehicle has been picked up and is on the road Blue: returned, paid, or invoicing > payment amount 0.00 EUR Red: returned, paid, or invoicing > outstanding payment amount or credit note

If the offer module is used, an additional status is added:

White: non-binding request not confirmed

You can easily customize the colors yourself under “Settings” – “Profile” – “Booking record status”.

What does “1 (No)” mean in the list of commission recipients?

• 1 or 2 stands for the number of commission recipients
• (Yes) means that a commission has already been created and settled, and the payments in the booking record are correct
• (No) means that no settlement has been created yet

If you then want to settle the call center, change the setting to “Settled revenues”.

What is the difference between agencies and commission recipients?

Agencies sell the tickets directly and also collect the payment. They must pay the commission to the account holder.

Commission recipients, on the other hand, only refer customers. They usually receive their commission from the account holder at the end of the month.

How much does Bookyt cost per month?

Bookyt is a modular system tailored to your individual needs.

Create a test account by clicking the following button. Then log in and look at the overview under “Administration” → “Account”. From here, you can configure all options, and without saving you will see the monthly price due.

Test now for free

What devices do I need to use the software?

The software backend can be used from any device and with any current web browser.

We recommend using our Bookyt app for iPad. The app is designed for mobile use and allows you to work independently of location with simplified processes.

Optimal compatibility is achieved with a current PC, Mac, or tablet and the browsers Chrome, Firefox, or Safari. When using older browsers, display limitations may occur.

Online booking for customers can be used without restrictions from any PC, tablet, or smartphone and with any browser.

What information must be included in the legal notice?

The legal notice is generated automatically. The legal notice must include, among other things, information about company name, address, contact details, and VAT number; otherwise, you risk receiving a warning notice. You maintain the data in the backend under “Administration” – “Account”.

You can easily find out exactly which information is required by doing research.

We cannot accept liability for incorrect or incomplete information.

If a customer receives a general discount on our resources, then the following days should be included in this discount and not only the first rental day.

There are different discounts: on everything (including items), only on the tariff price, on tariff price and additional days or km, and these can be stored both in the booking record and for the customer. Make sure the correct target is selected for the discount.

How do I change the images of my resources in the resource overview?

Your vehicle groups are generated in the backend and automatically imported into your website. You therefore only need to replace the images of the resource groups under “Administration” → “Groups” in the backend; they will then be automatically synchronized with the images on the website.

For optimal display, the images should be in landscape format.

How do I change the opening hours displayed in the frontend?

To adjust them, open “Administration” → “Locations”, open your location, and adjust the times under “Opening hours”. If this option is not available, you can activate it under “Settings” → “Basic settings” → “Basics” → “Use location opening hours”.

How is the mileage calculated?

The mileage is always calculated as of the current date. If the end date of your bookings is in the future, the stored values are not included in the mileage calculation.

The display in the column changes when the return date is reached.

How do you create a credit note?

Use the “Single sale” form (invoice only) and simply enter the amount in negative form with a minus sign. The credit note form will then be issued automatically.

How do you create a vehicle sales invoice?

To sell a vehicle, use “Invoice only” (single sales invoice) in the booking record.

How do you create a monthly tariff?

Simply go to your tariff and edit it. You can do this under “Administration” → “Tariffs”. Select the appropriate tariff and click “Edit”. You can now set a minimum rental period of 1 month under the “Display” tab. The tariff will only be displayed once the renter selects a rental period of at least 1 month.

How do I export records as Excel XLS tables?

If you want to export person or customer data, open the person search via “Administration” → “People”. Adjust your search result using the options and export it via “Export to Excel”.

The vehicle overview works similarly. Open “Administration” → “Vehicles” → “List”. There you can again narrow down your results using the search options and output your result via “Export to Excel”.

To export statistics and booking records, you need the “Excel Export” extension, which you can activate for a fee under “Administration” → “Account” → “Extensions”.

How do I add ID, driver’s license, and signatures with the Kassa app?

In the Kassa app, open the booking record being picked up in the occupancy schedule. There you record the payment and are then forwarded to capture the ID or driver’s license and the digital signature. All captured image data is permanently stored in the booking record and can be retrieved at any time later.

How do I add standard headers and footers?

Under “Settings” – “Layout”, standardized headers and footers for your forms can be defined quickly and easily.

Do you want to insert images? Upload them in PNG format with a minimum width of 1200px under “Settings” – “Media Center”. When you click the image, the file path is displayed. Copy this path.

Directly under “Form design”, you can now design your headers and footers and insert the image or your text.

Once you have adjusted everything to your liking, do not forget to select the checkbox “Use as standard for PDF creation” and to select in the respective form whether the standard header or footer should be applied.

How does contactless rental work?

Activate email automation in the account settings. The customer will then receive a request to confirm their email address. After that, they can use contactless rental in the frontend.

1. One day before the booking, your customer receives a message from the backend with a link to the frontend to complete their data. They can also upload their ID data there.

2. You can open and check the relevant booking record in the occupancy schedule. All information and documents submitted by the customer are stored there.

3. Once all data has been checked, you can release or confirm the rental process.

4. The customer can now pick up their vehicle contactlessly.

How do I store special opening hours?

If you have a Sunday opening or are open outside your general opening hours, you can customize your opening hours individually. To do this, open “Administration” → “Locations”, open your location, and click “Opening hours” → “Special”. Here you can store individually different opening hours.

Enter your changes and save your entry.

How are the cancellation confirmation and cancellation invoice forms intended to work?

If you cancel a booking record with a cancellation fee, the first form is the cancellation invoice with the full amount. The 2nd document is the invoice for the cancellation fees, which you can see in the form selection.

The complete booking record amount is deducted and the cancellation fee is then added back. This is the standard workflow for accounting reasons. With Billpay and PayPal, the amount minus the cancellation fee is automatically refunded.

How can a location be deleted?

Locations cannot be deleted, only deactivated.

How can I charge a customer for a fine afterward?

Simply charge fines to the customer afterward with an “Invoice only”. It is then a new invoice and a new booking record.

Simply create it in the corresponding booking record with the file reference.

How can I visually customize the frontend?

Do you want to visually customize your frontend so that it matches your corporate branding?

Select “Administration” → “Frontend” → “HTML/CSS”.

Enter your adjustments in the fields provided and save your details.

Bookyt customer support can implement individual customization requests for you for a fee.

To do this, contact us by email at service@phcom.de and tell us what you would like. We will then get in touch with you.

How can I delete data in the rental software, such as vehicles, locations, items, tariffs, and people?

The first location cannot be deleted, only overwritten or deactivated.

People and vehicles can only be deleted as long as no booking record has been created with them.

Items cannot be deleted, only deactivated.

Tariffs can be deleted, but we recommend only deactivating tariffs.

To ensure the integrity of the databases over long periods, you should avoid deleting data wherever possible.

How can I embed the rental software into my website?

The booking screen of the reservation system can be easily embedded into your existing website.

Use the link generator under “Administration” → “Frontend” → “Preview” and insert the generated source code into your website.

How can I create a backup of my account data?

If you want to back up your data, click your logo in the backend (top left) and then click “Security” in the following tab. There you can select “Back up and download data”, and we will send you an email with the download link.

How can I block a vehicle?

You can block a vehicle for your own use by clicking the relevant vehicle in the occupancy schedule, selecting “Edit vehicle”, and then entering the required data under “Block”. Then save the entries.

How can I change or customize a form, for example the rental agreement?

If you want to visually customize your standard rental agreement, open the editor and insert your changes. Select the “Standard rental agreement” (2 pages), copy it, and then activate the copy as the standard for your account.

How can I change the address of the sample location in the frontend?

You can change the location data in the backend under “Administration” – “Locations”.

How can I show net prices instead of gross prices in the booking record?

This can be set in the settings under “Show amounts in net in the booking record list”.

How can I create a new booking in the occupancy schedule with my iPad in the rental app?

If you want to create a new booking with an iPad, you need to click the desired period with a long press (2 seconds). A new appointment for booking should then appear.

How can I request individual support?

We are happy to help you at any time via our central service email service@phcom.de. Send us an email with your specific request. If you have several points, please send them individually. This speeds up the processing of each topic.

How can I delete customers who were accidentally created twice?

This is not possible directly because all booking records, invoices, and so on are linked to one another. Booking records must always be assigned to a person.

However, you can merge people if they were created twice. The booking records will then be reassigned accordingly.

You can find the function under “Administration” → “People”.

How can I create or edit tariffs?

If you want to work with tariffs, you can find them under “Administration” → “Tariffs”. There you can create and edit new tariffs.

How can agency credit notes be printed?

Under “Settlement” – “Agency”, you can display the open revenues. You then need to select the “Cumulate” checkbox and click “Display”. The settlement can then be created using the “Create agency invoice” button.

There are two ways to print the credit notes:

1. Manually: Instead of open revenues, select and display the newly created settlement. A small print icon appears in the relevant row. You can use it to print the credit notes.
2. Print all credit notes at once under batch printing.

How can you upload and use a company logo?

Upload your logo under “Layout” → “Media Center”. Then click the file and activate it as the system logo or favicon.

How can you edit a reminder in the list?

Double-click the booking record number in the list, and the booking record will open. It can now be edited.

How can you send a payment reminder?

In the “Dunning” module, you receive an overview of open invoices, overdue invoices, dunning levels 1-3, and reminders in general.

Double-click the booking record number to open the booking record menu if you want to enter a payment or similar directly.

If you instead want to send a reminder, select the relevant entry in the list by clicking the checkbox, enter something in the remarks field below, for example “reminded on …”, and click “Create new reminders”. The reminder is now created and the form preview opens. The relevant entry now moves up one dunning level.

How can you reset a reminder by one dunning level?

Open the booking record in the reminder list by double-clicking the booking record number.

Then go to “Payment, reminder and interim invoice” and click the OK button. Another popup opens.

Here, switch to the “Reminder” tab, and you can remove the most recent reminder using the X button. The booking record has then moved down by one dunning level. Then refresh the “Dunning” page, where you can check whether the dunning level has been adjusted.

How can you write off an uncollectible receivable?

Simply enter the reminder fee as a payment with the purpose “write off”. The booking record is then set to 0 and is no longer an open item.

How can you find out which CSS formatting an element has?

Use “Right-click” → “Inspect element” to open the toolbar and display the basic HTML structure and CSS formatting.

How can you distinguish between multiple virtual locations in the occupancy schedule?

In location administration, a different color for the occupancy schedule can be stored for each location in the “Virtual locations” tab. The color values are entered as hexadecimal codes.

How can you add the header/footer only on the first page of a form?

Place this at the beginning of the document:

pd4ml:page.header scope="1" {$GlobaleEinstellungen.formular_header_pdf} pd4ml:page.footer scope="1" {$GlobaleEinstellungen.formular_footer_pdf}

How can you quickly book a vehicle in the backend?

A booking can be created in the backend under “Booking record” – “New booking record”. If it needs to be done quickly, fill in only the mandatory fields:

• Rental start and rental end
• Vehicle
• Customer: first name, last name, address, customer type

It is also possible to adjust the input screens directly using a preselection. You can find this selection in the booking screen under “View”.

How can you make additional forms available in the document preview?

1. Create a new document under “Settings” – “Forms/Documents”.
2. Select the document under “Free-text forms”.

How can my customers request unavailable vehicles?

If your vehicles are currently rented out and a customer wants to book a vehicle, the “Find available alternative now” button is displayed in the frontend. If they click it, a calendar opens in which the customer can see when the desired vehicle is still available.

There, they have the option to send a request or add themselves to a waiting list.

You will then receive a notification about the rental request and can contact the interested party.

How long does activation take?

Once all data has been submitted completely, activation after submitting the app to Apple takes approximately 1 to 7 days. Unfortunately, we have no influence over the duration. You will receive a message after activation.

How do I set the CNAME for my subdomain? (paid service)

Please ask your domain provider where a CNAME can be configured in their administration menu. It must be set to server.Bookyt.de so that we can link it internally. Once your CNAME record has been correctly stored with the provider, please send us a short email to our Service with the information that the entry is active. Please note: We charge a one-time service fee of €59 for setup.

How do I use multilingual support?

If you want to use Bookyt in different languages, open “Administration” → “Account” → “Online booking” → and select the language from the displayed options. These options are subject to a fee.

You now have the option to adapt the dialog file, language fields, texts, and forms in the corresponding language and present them to your customers.

How do I set up my own domain?

If you want to use your own domain or subdomain for the sample homepage or your booking frontend, set the CNAME entry of your domain to server.Bookyt.de.

You can find out how to adjust the CNAME entry directly from your domain provider.

How do I set up my own mail server?

If you want to store your own mail server, you can do this under:

“Settings” → “Automation, Communication and Templates” → “Email”

How do I set up a logo for customer cards?

Simply upload your logo under “Layout” – “Upload file”.

Then click the preview image: the absolute and relative paths will be displayed. Select and copy the absolute path to the logo.

You can conveniently use the absolute path of this logo in the form as an img tag.

How do I set up different liability reductions with different co-payments?

You can conveniently set up the liability reduction under “Administration” – “Liability reduction”. The corresponding reduction can then be activated or deactivated in the tariff as appropriate.

How do I see my booked options and how do I adjust them?

Under “Administration” → “Account”, you can quickly and easily check in the overview how your monthly package is made up.

Via “Online booking”, “Extensions”, and “Apps”, you can add or remove the corresponding options. Accept the notice and save your changes.

How do I block a customer?

To prevent a customer from making bookings, go to: “Administration” → “People” → search for your customer using the search screen and open the record by clicking “open”.

Now change the customer type via the dropdown field to “Excluded customer”, scroll to the end, and save your changes. The customer can then still book, but will no longer receive a booking confirmation.

How do I set the minimum age for rental?

To define a minimum age, open “Settings” → “Basic settings” → “ID” and set the minimum age there.

How do I enter the current mileage or operating hours reading when creating new records?

You do not need to enter an initial mileage reading, as it is automatically taken from the booking record and saved after the first rental.

It is important to enter the mileage during the first rental.

Note: The old return mileage is always automatically used as the starting mileage for the subsequent rental. This saves time.

If you work with operating hours instead of km, the process is identical.

How do I connect the Kassa app?

To use the Kassa app with Bookyt, download it from the App Store.

Start the app and follow the instructions. Under “Settings” → “App” → “Automatic setup” and “Manual setup”, exactly what you need to do is explained. In “Settings”, you can also configure various options.

How will I be found on Google?

The sample homepage is automatically enabled for Google indexing. To help you be found more easily in search results, have other websites link directly to your page and make sure that online reviews, for example on Google Places, include a link to your page.

How is my data processed?

Please read the privacy policy on our website. You can find it at:

Privacy Policy – Bookyt Rental Software

There you will see the sections: Conclusion of a data processing agreement

These sections are relevant for you. Use the corresponding excerpts and include them in the privacy policy on your website.

How is the signed rental agreement stored in the rental app, and how can it be accessed again?

If you are looking for a signature that has already been captured, you can view it again in the created booking.

Why are no vehicle images displayed in the listings?

To store photos for your vehicles, click “Administration” → “Vehicles”. Now select your vehicle and edit its settings under “Edit vehicle”. There you can store a photo under the “DMS” tab.

Is multilingual support available, and can I pass the language as a parameter in the interface to get different links to the booking screen?

Append lang=en to the address call.

Where do you change the tax number?

You can insert the tax number under “Settings” → “Layout”, for example in the footer of your documents.

Where can I change person or booking record screens?

There are many screens, both for people and for booking records. You can select and change the screens directly in the person screen or in the booking record screen. You set the basic configuration for employees, commission recipients, or agencies under “Administration” – “Person” → “Employee”.

In addition, your screens, for example the booking screen, can be extended with custom JavaScript. This is executed either on the relevant pages when the file name is specified, or included globally. With the scripts, you can, for example, append content to an element or hide elements.

Enter the scripts under “Settings” – “Pro” – “Screens”.

Where can I set that a down payment of x% is due?

You can store a percentage value for the down payment under “Administration” – “Frontend” in the “Payment methods” tab.

Where can I enter the included “incl. km” in a booking? (individual price entry, no selection from price list)

If you work with an individual price, enter the expected total kilometers in the “Total km” field.

Where can I change content such as emergency number, rental terms, or VAT rate in the rental agreement?

In the source code of the rental agreement, you can see the placeholders for this content. These are automatically filled with the texts and values stored in the system. Please go through the system parameters, global settings, and standard texts, possibly also the master data of your location(s). Please adjust the corresponding places there. This data will then be automatically transferred to the rental agreement.

Where can you set which email texts and attachments are sent?

In the settings, you define which PDF form the customer receives as an attachment to the email. You edit the email text for automatically sent system emails under “Settings” → “Automation”. You maintain the email text for a specific form that is to be sent manually directly at the bottom of the respective print form.

Where can special forms be stored that have nothing to do with invoices, rental agreements, etc.?

In the global settings under “Free-text forms”, you can store your own forms. These are then always displayed in the form preview of a booking record.

Where is the deposit defined?

You can activate a standard deposit in the frontend under “Administration” → “Frontend” → “Appearance”.

Individual deposit amounts can be entered very easily under “Administration” → “Groups” → open a group → in the Deposit section, below the damage graphic.

Where are photos of ID copies stored, and how can they be retrieved?

ID copies can be found in the booking. They are assigned accordingly by the database management system.

Where is the system-wide standard footer defined?

The system-wide standard footer is defined under “Layout”.