Documentation
How to operate every module of the Vehicle Rental System, for each role.
ALiN Car Rental System manages the complete car rental transaction from vehicle selection and customer registration through the booking fee that reserves the vehicle, staff confirmation, document verification, contract signing, vehicle release, active rental, return inspection, final billing, full payment, refund and transaction closure.
The design is transaction-centered: the reservation is the primary business record, and every contract, payment, release, return, statement and refund record links back to it. Open any reservation and you see the whole case file in one place.
Two financial stages are deliberately kept on separate trails — the flat ₱500 booking fee that reserves the vehicle, and the final payment that settles the actual charges after the vehicle comes back. No security deposit is collected.
Every reservation moves through the statuses below. The system enforces the order — a booking cannot jump a stage, and cancellation is only possible up to the moment the vehicle is released.
A request holds nothing until the booking fee is in. That is what reserves the vehicle. Staff then confirm the booking against money already received, rather than confirming first and chasing payment afterwards. A request that is not confirmed has its fee refunded in full, and the refund is raised automatically at the moment of the decision — see §9.
| # | Status | Meaning / trigger |
|---|---|---|
| 1 | Requested | Requested by the customer. The vehicle is reserved once the booking fee is in and confirmed by staff. |
| 2 | Booked | Confirmed by staff and holding the vehicle on the calendar. |
| 3 | Out | Vehicle has been released and is with the customer. |
| 4 | Returned | Vehicle is back and inspected; the final account is being settled. |
| 5 | Closed | Everything is settled and the transaction file is archived. |
| — | Cancelled | Reservation was cancelled under the applicable policy. |
Three steps, in this order. Booking, then your account, then the booking fee. A progress bar at the top of every page in the journey says which step you are on, so it is never a guess. You do not need an account to start — the dates come first.
Find a vehicle. The home page is the availability search: pick-up and return date and time, and optional filters for category, transmission and size. Vehicles free for the whole of your window are listed first, each with a full quotation for that period and every charge itemised. Below them come vehicles free for only part of your dates — greyed out, with the days they are open — and any that cannot be taken at all, so you can see the whole fleet rather than a filtered-down list with no explanation.
Choose the dates from the vehicle's own calendar. On the booking page the two date fields open a calendar showing exactly when that vehicle is free: green can be booked, red cannot. Click your pick-up date, then your return date. A range that crosses a day the vehicle is taken is refused there and then, rather than accepted and rejected later.
Pick-up and drop-off can differ. Both are chosen separately from the same list of locations, so a one-way rental is an ordinary thing to ask for. Choosing Customer Address (Delivery) or Somewhere else asks for the address.
Submit the booking. Nothing is charged. If you are signed in the request is lodged immediately; if you are not, you go straight to the sign-up form with your booking folded away at the top of it for reference — there is no separate page asking for your name twice.
Create your account. Your contact details, your address, your driver's licence, an emergency contact, a password — and the three documents we need before a vehicle can be handed over: a valid government ID, your driver's licence, and a proof of billing showing your address. Everything marked * is required. A photo taken on your phone is fine. Company accounts also need their business registration and an authorisation letter naming the assigned driver.
Your booking is lodged the moment the account exists, and you get a customer code (CUS-00000 series). We do not ask you to upload the customer information sheet or the emergency contact form: both are produced from the details you just gave, and either can be printed from your account.
Confirm your email address. We send a confirmation link to the address you registered. Following it signs you in and takes you straight back to your booking — not to a home page to start again. The link is good for 48 hours; if it lapses, try to sign in and the system offers a fresh one. Staff accounts are created by an administrator and skip this step.
If you already have an account and use its email address, the form says so and offers to sign you in. Signing in is step 2, so it lodges the booking you had just filled in and takes you on to step 3 — the payment page — rather than back to the booking form you had already finished. Nothing is lost, nothing has to be booked twice, and no step is repeated.
Discount automatically applies. The system reads your booking and applies whatever it has earned:
These add together, so a returning customer taking a month in advance earns 40%. The quotation on the booking page shows the total moving as you change the dates, and names each rate that applied.
The booking fee is what reserves the vehicle. A flat ₱500, whatever the vehicle and however long the hire. It comes off your final bill, and the balance is settled before the vehicle is handed over. Nothing else is taken at booking — no security deposit and no optional extras.
You do not wait for us to confirm before paying: paying is what holds your dates. Open your booking and press Proceed to payment. Choose GCash or bank transfer, send the exact amount to the account shown — the number and the QR code are both on screen — then attach the receipt. The Reference / OR no. box is optional: the number is already on the screenshot you are attaching, and retyping it only risks getting it wrong. Fill it in if you have it to hand; otherwise our cashier reads it off the receipt.
Then two emails. When the cashier verifies your payment you get a thank-you email confirming the vehicle is reserved for your dates. When our team confirms the booking you get a second email with your Reservation Confirmation attached as a PDF. If we are unable to confirm it — almost always because the vehicle went to someone else first — your booking fee is refunded in full, automatically, and the email tells you the refund reference.
Check what you sent us. Every document on your account has a Preview button that opens it in the browser, and a Download button that saves a copy. Only you and our staff can open your documents — the files are not reachable by anyone who guesses a web address.
Document review. Under My Documents each upload is reviewed and marked Approved, For Resubmission, Rejected or Expired. If something is returned to you, the reviewer's remarks tell you exactly what to fix, and the requirement reappears as outstanding until you replace it. If one of your documents is renewed, use Update this document on its row to send the new copy — the one we hold is kept on file and set aside.
Sign the agreement. Read the Car Rental Agreement and Terms & Conditions, then sign on screen — draw your signature with a finger, a stylus or the mouse. A company representative signs the same agreement from their own screen, so both parties sign online without meeting. The drawing, your typed name, the time, the address you signed from and the exact terms version are all stored against the agreement and printed on it.
Pick up and return. Bring your original ID and license. The vehicle is inspected with you before release — odometer, fuel, accessories and any existing damage are recorded, and you acknowledge that record. Return it on time, at the agreed location, with the same fuel level.
Settle the balance. After the return inspection you receive a Final Statement of Account showing how every charge was calculated, with your booking fee already deducted. Every charge on it cites the reading, extension or approved damage assessment behind it.
Staff accounts are created by the system administrator under Administration › User Accounts, each with the role that matches what that person actually does. Customers create their own accounts from the public site and are checked before they can book.