How can we help?
Step-by-step guides for running your rental business in Rental Pilot. Browse by topic below, or get in touch if you can't find what you need.
Getting started
Set up your account, your booking site and your team.
-
Getting started with Rental Pilot
A short checklist to get your rental business live — set up your booking site, add your fleet, set your prices, connect Stripe, and share your booking link.
Read article -
Locations & pick-up points
Set up your branches, add the pick-up/drop-off points customers choose from, and understand how locations scope your fleet, bookings and reports.
Read article -
Import your data from a spreadsheet
Bring your customers and fleet over from another provider with a CSV — validated row-by-row with a preview before anything is saved.
Read article
Bookings & calendar
Create, change, check out and check in rentals.
-
Create a booking
Reserve a vehicle for a customer from the operator app — pick the customer, car, dates and any extras, and the price is calculated live.
Read article -
Check a car out and back in
Run the guided check-out at pickup (license, fuel, photos, payment gate, signature) and check-in at return (photos, damage, deposit settle).
Read article -
Change, extend or cancel a booking
Confirm, extend, swap the vehicle, send a pay/sign link, assign a car to a pooled booking, or cancel and refund — all from the booking detail page.
Read article -
Get the most from the calendar
Read booking details at a glance, hover for the full picture, right-click for quick actions, and go full-screen or print the schedule.
Read article -
Clean up old or overdue bookings
Resolve rentals stuck as 'overdue' — including imported history that was never checked in — by closing them out without a check-in.
Read article
Quotes
Build a price, send a link, and turn it into a booking.
Fleet
Add vehicles, track maintenance and import your fleet.
-
Add and manage vehicles
Add cars to your fleet, edit their details, upload photos, set amenities, and retire or restore vehicles.
Read article -
Maintenance, service costs & fleet alerts
Send a vehicle to service and check it back in, log what maintenance costs, stay ahead of service intervals and document expiry, and see your fleet's running costs in reports.
Read article
Customers
Customer records, history and importing your contacts.
-
Manage your customers
Add walk-in customers, edit contact, business and address details, track loyalty and license status, merge duplicates, and handle data requests.
Read article -
Call or message a customer
Reach a customer in one tap — call their phone or open a WhatsApp chat — straight from the dashboard and their profile.
Read article
Pricing & extras
Rates, seasons, discounts, protection plans, extras and tax.
-
Set your rates, seasons and discounts
Set daily rates, raise or lower prices by season, reward longer rentals with length discounts, and configure tax — all priced live.
Read article -
Extras, protection & fees
Offer add-ons, protection (CDW) plans, delivery and one-way rentals, and a young-driver fee — all picked at checkout and priced into the booking.
Read article
Payments & payouts
Connect Stripe, take deposits and issue refunds.
Your booking site
Brand the public site your customers book through.
-
Customize your booking site
Brand the public page customers book through — hero image, headline, subtitle and colour, per language — and find your booking link and embeddable quote widget.
Read article -
Online booking options
Choose whether customers book a specific car or a class, auto-confirm or approve bookings first, and control the emails renters receive.
Read article -
Embed a live quote on your website
Add a small 'Rentals from $X/day' widget to your own website that shows live pricing, lets visitors get an instant estimate, and links straight to your booking page.
Read article
Account & settings
Your login, password, staff and business details.
-
Change or reset your password
How to change your password while signed in, and how to reset it with an emailed link if you're locked out.
Read article -
Confirm your email when you sign up
New accounts confirm their email before signing in. Here's how to confirm — and what to do if the link expired.
Read article -
Set up two-factor authentication (2FA)
Add a second step at sign-in with an authenticator app, save your backup codes, and learn how to sign in or turn 2FA off.
Read article -
Staff, roles & location access
Invite your team, choose what each person can do with owner/manager/staff roles, and limit a member to specific locations.
Read article -
Your plan, fleet limits & AI scans
What your subscription includes — how many vehicles and locations you can run, your monthly AI-scan allowance, and the free tier — and how to change plan.
Read article
Still need a hand?
Can't find the answer here? Send us a message and we'll help you out.