How to add vehicles and book rentals

Keep each car, van or truck with its rates and mileage, book rentals without double booking, and take requests from a public page.

Updated 2026-10-18

Fleet keeps the vehicles you rent out, a calendar of who has each one, and every rental from booking to return. It is in the Operations group of the menu.

Fleet starts switched on for car rental businesses. For any other kind of business, an owner or admin switches on Fleet in Settings → What you use.

The four figures at the top are Out now, Going out today, Available and Services due.

Add a vehicle

1. Open Fleet and press Add vehicle.
2. Type the Make and Model, and if you like the Year, Plate, Colour and Seats.
3. Pick its Class: Economy, Compact, Sedan, SUV, Van, Truck, Luxury or Other.
4. Type the Daily rate, and a Weekly rate if you offer one.
5. Type the Mileage on the odometer now, and the Registration expires and Insurance renews dates.
6. Press Save.

Save stays grayed out until there is a make or a model. Only someone who manages the business can add or change vehicles, and the rates only show to positions that see money.

Each vehicle shows its class, mileage and daily rate. It shows Papers due in amber when its registration or insurance runs out within 30 days. Open a vehicle to add Photos, change its details or set its Status: Available, In maintenance or Retired. Otto sets Rented itself when a vehicle is checked out, and back to Available when it is checked in.

See who has each vehicle

The Calendar tab has a row for each vehicle and a square for each day. Pick Week, 2 weeks or Month, and use ‹ and › to move earlier or later.

The darkest squares are rentals that are out, the lighter ones are confirmed bookings, and pale amber is a request or a Turo trip you imported. A dashed square is free. Hold the pointer over a square to see who has it, and press it to open the rental.

Book a rental

1. Press New rental.
2. Under Renter, pick the customer.
3. Pick the Vehicle, the Pick-up and the Return.
4. If you like, type the Place, the Deposit, and any extras: press Add an extra, type its name and price, and choose a day or once.
5. Press Book.

Book stays grayed out until you pick the renter and the return. The rental is booked as Confirmed.

The price is worked out when you book: days × the daily rate, or the weekly rate where that is cheaper, plus the extras. A day is each started 24 hours, so 10:00 Monday to 12:00 Wednesday is three days. A rental can have up to 10 extras and last up to 366 days.

No double booking

A vehicle can never hold two rentals that overlap. Every rental that is not cancelled holds its dates, a request included, and so does every Turo trip you import. If the dates clash, Otto says so and books nothing.

A rental's statuses

• Requested: sent from your Request a rental page. Open it and press Confirm or Decline.
• Confirmed: booked. You can still Cancel rental.
• Out: checked out to the renter. It shows Late in red once the return time has passed.
• Returned: checked back in. Press Close when you are done with it.
• Closed and Cancelled: finished.

The Rentals tab lists them. Choose Upcoming and out, Requests, Returned or All. The tab shows how many requests are waiting.

Check-out and check-in are in how to check vehicles out and in.

Take requests from your own page

Customers can ask for a vehicle on a page of your own. Nothing is paid online: you confirm with them yourself.

1. Open the Rentals tab. The Rental settings panel is at the bottom.
2. Under Rental requirements, type what a renter needs, such as an age and how long they have held a license. It is shown on the page. Press Save settings.
3. Switch on Request a rental page. Your link appears below it.
4. Press Copy and put the link on your website, your social profiles or in a message.

On the page, the customer picks a pick-up and a return and presses See what is free. They see each vehicle that is free for those dates, with the price for them when it has a daily rate. Vehicles in maintenance or retired are not offered. They pick one, type their name and email (the phone is optional), agree to be contacted, and press Send request. The page tells them nothing has been charged and that you will confirm by email or phone.

The request arrives as a Requested rental, with a notice for you. A new customer is added to your contacts; one you already have, matched by email, gets a note instead. The request holds the dates until you confirm or decline it.

New link makes a fresh link; the old one stops working. Switching the page off makes the link show "This page is not available".

If it doesn't work

• "That vehicle is already booked from … to …." — pick another vehicle or other dates.
• "That vehicle has a Turo trip from … to …." — the dates clash with a trip you imported from Turo.
• "That vehicle is retired." — open the vehicle and set its status back to Available.
• "The return has to be after the pick-up."
• "This vehicle has rentals. Mark it retired instead, so its history stays." — a vehicle with rentals cannot be removed.
• "Mileage only goes up." — the mileage can be raised, not lowered.
• "A VIN is 17 letters and numbers (never I, O or Q). Leave it empty if you do not have it."
• On the request page, a customer sees "Pick a pick-up date from today on." for a past date, and "For more than 60 days, please contact us directly." for a long rental.
• "That vehicle is no longer free for those dates. Pick another." — someone booked it while the customer was filling in the page.