⏰ Manage Operating Hours and Availability in Fleetwire!

Take control of your rental business schedule with Fleetwire’s operating hours and availability settings. From setting default pickup times to enabling operating hours, preventing last-minute bookings, and using Away Mode, these features help you streamline operations and enhance the customer experience. Let’s dive into how to manage your fleet’s availability like a pro!

🎯 Why Manage Operating Hours and Availability?

Configuring operating hours and availability in Fleetwire helps you:

Streamline Bookings: Set default pickup times to simplify the checkout process for customers.
Control Schedules: Define when pickups and returns can occur, aligning with your business hours.
Avoid Last-Minute Rushes: Prevent bookings too close to pickup times, ensuring you’re prepared.
Manage Unavailability: Block pickups and returns during specific periods with Away Mode.

Note: These settings are managed in Settings > Online Reservations, so ensure you have the right permissions to access this section.

🛠 How to Manage Operating Hours and Availability

Follow these steps to configure default pickup times, operating hours, minimum notice periods, and Away Mode in Fleetwire, ensuring your rental operations run smoothly.

Step 1: Set a Default Pickup Time

Simplify the checkout process by setting a default pickup time for customers.

In your Fleetwire dashboard, go to Settings > Online Reservations.
Find the Default Pickup Time setting.
Select the time you want to set as the default (e.g., 9:00 AM).
Click Save to apply the setting.

When customers reach the checkout page on your online store (e.g., testcompany.fleetwire.io), the pickup time will be pre-filled, reducing friction and speeding up the booking process.

Pro Tip: Choose a default pickup time that aligns with your busiest hours, like 9:00 AM, to encourage bookings during your preferred schedule.

Step 2: Enable Operating Hours

Define when pickups and returns can occur by setting operating hours, with a priority system for flexibility.

In Settings > Online Reservations, find the Enable Operating Hours section.
Toggle the option to enable operating hours.
Set your hours using the priority system:
- Specific Days: Highest priority (e.g., Sunday: 10:00 AM to 12:00 PM).
- Weekends/Weekdays: Next priority (e.g., Weekends: 10:00 AM to 2:00 PM).
- Every Day: Lowest priority (e.g., Every Day: 8:00 AM to 5:00 PM).
Click Save to apply your operating hours.

Example Scenario

- Every Day: 8:00 AM to 5:00 PM
- Weekends: 10:00 AM to 2:00 PM
- Sunday: 10:00 AM to 12:00 PM

A booking from Friday 1:00 PM to Saturday 1:00 PM fits within the rules, but Saturday 1:00 PM to Sunday 1:00 PM won’t work due to Sunday’s restricted hours (10:00 AM to 12:00 PM).

Here’s what the operating hours interface looks like in your dashboard.



Note: Most users set simple rules like 8:00 AM to 5:00 PM every day, or 8:00 AM to 5:00 PM weekdays and 9:00 AM to 4:00 PM weekends. Customize to fit your schedule!

Quick Tip: Use specific day rules for holidays or special events to adjust your availability without affecting your regular schedule.

Step 3: Prevent Last-Minute Bookings

Set a minimum notice period to avoid last-minute bookings and ensure you have time to prepare vehicles.

In Settings > Online Reservations, find the Prevent Last-Minute Bookings section.
Enable the minimum notice requirement.
Set the buffer period (e.g., 2 hours), meaning customers can’t book within 2 hours of their desired pickup time.
Click Save to apply the setting.

This ensures you have enough time to prepare the vehicle and manage your workflow efficiently.

Here’s what the minimum notice settings interface looks like in your dashboard.



Pro Tip: A 2-hour buffer is ideal for most rental businesses, giving you time to clean and inspect vehicles before pickup.

Step 4: Use Away Mode

Block pickups and returns during specific date ranges when you’re unavailable using Away Mode.

In Settings > Online Reservations, find the Away Mode section.
Enable Away Mode and select the date range (e.g., Monday to Wednesday next week).
Click Save to block pickups and returns during that period.

Important Note

Away Mode prevents new pickups and returns within the specified dates but allows reservations that overlap the period. For example, if you’re away Monday to Wednesday, a booking from today to two weeks from now will still be accepted, but no pickups or returns can occur during the away period.

Here’s what the Away Mode interface looks like in your dashboard.



Quick Tip: Use Away Mode during staff vacations or maintenance periods to ensure customers can’t schedule pickups or returns when you’re unavailable.

Step 5: Test Your Settings

Ensure your operating hours and availability settings work as expected by testing a booking.

Visit your online store (e.g., testcompany.fleetwire.io) or create a manual order in Orders.
Try booking a vehicle:
- Check if the default pickup time is pre-filled.
- Test a booking outside your operating hours (e.g., Sunday at 1:00 PM if restricted to 10:00 AM to 12:00 PM) to ensure it’s blocked.
- Attempt a last-minute booking within the minimum notice period to confirm it’s prevented.
- Test a booking during an Away Mode period to verify pickups and returns are blocked.
Adjust settings as needed to fine-tune your availability.

Warning: If bookings are allowed outside your operating hours or during Away Mode, double-check your priority rules and date ranges. Overlapping reservations may still be accepted, so plan accordingly.

🌟 Availability Managed, Ready to Rent!

You’ve successfully configured operating hours and availability in Fleetwire! Your customers can now book within your preferred times, last-minute rushes are prevented, and Away Mode ensures no pickups or returns occur when you’re unavailable. Test a booking today to confirm everything works smoothly, keeping your rental business efficient and customer-friendly.

🚀 Next Steps

Enhance your booking process with these tips:

Track Orders: Monitor pickups and returns with Registering Pickups and Returns in Fleetwire.
Create Manual Orders: Set up orders with Creating Manual Orders in Fleetwire.
Embed Listings: Display your fleet on your WordPress site with Embedding Fleetwire Listings on Your WordPress Site.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy scheduling! 🌟

Updated on: 15/05/2025