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Hello,
We would like to develop a custom booking system for our car rental website. Our current setup consists of a standard WordPress theme with a booking form, but we want to significantly enhance the user experience.
Project Goals: We aim to implement a comprehensive booking system that can accommodate various car rental needs across worldwide destinations. The system should allow us to efficiently manage bookings, prices, and collaborate with rental dealers.
Key Features:
Create and manage destinations with varying prices.
Define different prices for car groups based on destinations.
Facilitate different car rental providers with specific details.
Generate shortcodes for destination-specific pricing on landing pages.
Establish a dealer network linked to destinations.
Enable order transfers to qualified dealers.
Automate customer confirmation and pickup/drop-off details.
Implement seasonal pricing (low, medium, high) defined by operators.
Develop an affiliate plugin for external websites to integrate our booking form.
Ensure scalability for future use on other websites.
Requirements for the Booking System:
This is an overview of the booking process divided into categories, with bullet points outlining the functionalities of the website. It is also divided into “Customer,” “Dealer,” and “Admin.” At the bottom, there are “Other Features.”
Customer's POV:
The customer visits our website [login to view URL], where the first thing they encounter is a search field where they enter their desired destination → for example, Malaga. The customer is then redirected to [login to view URL] Here, the customer must enter the necessary information—see [login to view URL] for the information we require. The customer, for instance, rents a Jeep. Within 24 hours, the customer receives an order confirmation.
Admin's POV:
We receive a notification via email, for example, that a booking has been made. In our backend system, the booking is already categorized by location, for instance, Spain → Malaga, so we only need to choose which dealer at this destination to send it to. Dealers have different vehicles, so these need to be categorized. For example: We have three dealers: X, Y, and Z. Only X and Y have a Jeep, so only X and Y should appear in our options if a Jeep is booked. In this field, we need to be able to duplicate the booking, adjust the price, and edit all the information the customer has provided us in case of errors. We also need to be able to delete it. When the booking is returned approved, the customer should automatically receive a confirmation. Depending on the dealer, there are different confirmation orders (pickup and drop-off locations), and our terms and conditions must always be attached as a PDF. If the dealer rejects the booking, they must provide a reason, and no order confirmation is sent, but a notification will appear in the system. The same applies to approval and comments. We must then be able to assign the booking to a new dealer or approve it directly.
In our booking flow, we need a clear and easy overview of the three categories:
New bookings
Pending bookings (sent to the dealer)
Completed bookings. In all three categories, the following must be visible:
Booking ID, Affiliate Code/Name, Location, Dealer, Duration, Start Date, End Date, Price.
We need to be able to export Excel files for completed bookings, where it’s possible to filter by dealer/location and date range, for example, the month of May. This will be used for invoicing.
Dealer's POV:
The dealer also receives an email notification that a booking has been made from Carheroes.dk. Using a username and password, the dealer logs in and views the flow of bookings assigned to them, also divided into the three categories mentioned above. Here, they can accept, reject (with a reason), or approve and comment.
Other Features:
Affiliate Program:
We need to be able to set up our booking form on other websites, where these will be coded as affiliates.
We need an overview of how much revenue each affiliate has generated.
Creating Dealers and Locations:
It should be easy to create new destinations, where dealers, prices, vehicles, pickup locations, drop-off locations, and restrictions on which dealers have which vehicles on which routes are assigned.
Languages:
By default, we need Danish, German, Norwegian, Swedish, French, and English. Customers should be able to choose the language.
Booking System for Admin:
We have a rule that customers should not wait more than 24 hours for a booking.
Therefore, pending bookings should be at the top of our overview, and there should be color coding depending on how long they have been waiting.
Documentation explaining the codes and how the system is built.
Scalability:
The script should be replicable for use on other websites.