Your role
Rental desk agent
You run the hire desk. Book hires on the calendar, hand cars and items over with the checklist and the deposit, and take them back with any late and damage charges.
A rental desk agent books hires, hands items over and takes them back with the checklist, the deposit and the charges. Waiving a late charge needs a manager. At Safari Car Hire, Brian Odhiambo runs the Westlands desk, and Faith Chebet and Nancy Wangui the arrivals desk at JKIA.
When you sign in
Link to this section: When you sign inKila opens your home page: “Here is how Safari Car Hire is doing.” Items on hire due back; overdue says how many are out, how many are due back today and how many are overdue, and names the late ones.
Your desk is Operations › Hire calendar and contracts, the Hire tab of Sell › Bookings and dispatch. You also have Dispatch, Runs, Performance, Vehicles and Rates, with New hire and New booking at the top.
Your day
Link to this section: Your day- Book the hires that come in, by phone, online or at the desk: Book a hire.
- Hand over each car or item when the customer collects it, with the payment, the deposit and the checklist: Hand over a hire.
- Take them back as they come in, with any late days, damage and the deposit: Take back a hire.
- Follow the late ones. Overdue hires say how many days late they are on the Hire tab, and on your home page.
What you can do
Link to this section: What you can do- Book hires and trips, hand items over and take them back.
- See every item for hire at your desk, its bookings and the availability calendar.
- Add customers and change their details.
Everything the role is allowed to do
- General
- View dashboard
- Point of sale
- View sales
- Stock
- View stock
- Customers
- View customers; Create and edit customers
- Delivery
- View deliveries; Assign and dispatch deliveries
What needs a manager
Link to this section: What needs a manager| Approval limit | Up to |
|---|---|
| Discounts | 0% |
| Refunds | KES 0.00 |
Needs a manager
- Waiving a late charge. The return window has no Waive the late charge for you: the operations manager or the owner records that return.
- A discount or a refund. Your limits for both are KES 0.00 and 0%: anything else goes to a manager.
Common questions
Link to this section: Common questionsWhy do I see only some of the cars? You are kept to your desk. The JKIA arrivals desk sees the airport cars only, and Westlands its own.
The customer wants the same car for more days. Book the days after the return on the calendar if the car is free, or book another unit: a unit cannot be booked twice for the same days.
A car came back with its engine light on. Record the return as Check it first. It waits as Being checked until the fleet officer has checked it.
- Book a hire
- Take back a hire
- Fleet officer: who checks the cars that come back for checking.