AlphaRent Welcome to our online booking system · 2020-07-24 · Welcome to our online booking...

AlphaRentWelcome to our online booking system

AlphaRent IRIS Version 4.0 User Guide ALMAR158.2 Exp 19.01.2021

Table of contents

1. Logging into IRIS Page 4

2. Your IRIS dashboard Page 5

3. Managing your reservations Page 8

4. Making new reservations Page 10

5. Amending, extending or cancelling your reservations Page 18

6. Raising customer service issues Page 23

Logging into IRISUsername and password1

- Click on the below link, this will take you directly into the Online Rental Booking Platform, IRIS;

- Your internal Fleet Team can provide you with IRIS logins, alternatively a member of the AlphaRent Team can also set a login up for you

- Your email address is used as your Username and your initial password is Welcome1

- After this has been set up, the team or your Fleet Manager will send you a link, this link will take you to the login page and allow you to change your password to something more suitable for you

- Passwords should be alphanumeric and contain at least 8 characters

- We would recommend that your password is not a commonly used dictionary word or a name for security purposes


Creating your login and re-setting your password

https://alphabet.enexusrental.co.uk/

https://alphabet.enexusrental.co.uk/

2Your dashboardCustomising your dashboard and its use


Customising your dashboard


Each of the boxes can be move by dragging and dropping to your desired location

Quick links allows you to quickly access each area of IRISincluding: International hires, live hires, P11D details, reports, damage and billing

Customising your dashboard

3Managing your reservationsReal time details


Showing you real time figures for your reservations

Your Fleet Manager will be able to see all live hires on the account, as a driver you will see any hires you have placed that day

Any hires due to begin in the next 48 hours

Any disputes you have raised to us, or any we have raised on your behalf

Any reservations with a ‘TBA’ (To Be Advised) status that have not been extended prior to that day’s date

All open damage cases, of all statuses will be included in this number.

All live hires as of that moment. Your Fleet Manager will be able to see all live on the account, you will see all hires you have booked

4Making new reservations


Using the new reservation button

Click here to set up a new reservation


Each field must be filled in, to allow the booking to be sent and confirmed by both Alphabet and the supplier

If your company have requested any mandatory fields, such as:

- Employee ID number- Cost centre - Business unit - Purchase order number

Creating a new reservation

Please ensure these are populated with the correct information


Your company name will be displayed here

If you or your company require an order number to be allocated to your reservation which will also show on your invoice, please enter it here

If we are delivering to a home or business address, please populate with the postcode, once the postcode is complete, it will offer the full address or ask you to ‘Add as new address’

Please choose the desired start date and time for the rental. If the reservation start time is before 10:00am, the branch will often pre-deliver the vehicle the afternoon before to ensure it you have it ready for your start time

This tells you how many days your reservation is for. Days are marked in 24 hour periods, for example, if your reservation starts at 08:00am today and ends at 08:00am tomorrow, that is one day, if it were to start at 08:00am today and end at 09:00am tomorrow, this would be two days hireIf you require the vehicle until 09:00am you can utilise our 59 minute grace period and end the hire at 08:59am this would then revert to a one day hire



IRIS will remember all drivers that have previously rented, or have existing driver records in your account. If you begin typing your name, or your desired driver’s name, it will smart search and offer you suggestions.

Please choose the desired end date and address, if you know it, if not, please choose a date we can use to ‘review’ your rental. A day or two before this date, we will contact you and ask if you would like to extend your hire.

Our suppliers have an 8 working hour window in which to collect the vehicle, the off-hire time is not the guaranteed collection time of the vehicle.



If we are collecting from a home or business address, please populate with the postcode, once the postcode is complete, it will offer the full address or ask you to ‘Add as new address’

If you would like to return the vehicle to an airport or branch location, please begin typing the name of the branch or airport and IRIS will offer you suggestions of the locations

If the collection address is the same as the delivery address, IRIS will offer you the option to copy the address over, to save you time

If the collection address is the same as the delivery address, IRIS will offer you the option to copy the address over, to save you time



- If you would like your booking to be open-ended, please choose ‘TBA’

- If you are returning the vehicle to a branch or airport location, please choose ‘MTR’

- If you know the date your vehicle will be finished with and you know where you would like us to collect the vehicle from, please choose ‘APU’



All vehicles groups allowed will be detailed here, choose one to select the vehicle size for your booking

If you require the AlphaRent vehicle to be insured by the supplier’s insurance policy, please select CDW* As AlphaRent+ vehicles are part of the Alphabet Own Fleet, we are unable to provide insurance and this must be covered by your company policy, or an individual policy

*Please note there are additional costs are associated with selecting CDW



If you require any bespoke features or specifications on your booking, or if you would like to request a fuel type or additional equipment such as Sat-Nav, please include that request here

*Please note, we cannot guarantee these requests, our suppliers will do their best to fulfil them



If you click ‘Send Booking’ without any of the mandatory fields being completed, IRIS will not confirm the booking for you.

When your booking has successfully sent, you will see the message above.This will include your unique reservation number and the delivery details for your reservation



If you, or the driver you are booking has recently had a similar booking to the one you are looking to make, you can use our ‘Quick Bookings’ option

Enter the named driver of the booking you wish to copy.

The smart feature, will begin to populate the options with drivers names



Any bookings under that driver’s name will appear to you, you would then need to choose the relevant booking and click on the copy button


5Amending, extending ,cancelling


If you use the ‘View Calendar’ button, it will take to a new screen that will look like

Extending your reservation


If you use the ‘View Calendar’ button, it will take to a new screen that will look like

Reservations with different are colour coded in line with this key

Any live reservations can be extending by selecting the reservation and using the drag and drop feature to extend to the desired date.

All reservations will be listed below – if you are a fleet manager, you will see all the reservations on your account, as a driver you will only see your reservations or reservations you have placed

Extending your reservation


Amending your reservation

If you know your unique reservation number please input into the search box, if not please use the magnifying glass, this will take you to a new screen with more search options

You will then be able to search by these filters

If you need your reservations in a spreadsheet, click on the CSV icon to download it

All reservations that fit with your search filters will appear below



Once you have found the reservation you wanted to amend, open your reservation and you will see that along the top of the reservation, there are several options

As this particular reservation has not yet started, it’s not available for extension. You can however, amend the dates to reflect your requirements.

If your reservation has started, you can select the ‘extend’ button to extend your reservations instead of using the calendar.



Once you have selected the amend button, all options will be editable, similar to the original booking screen, once you have made all the changes you require, please click ‘Confirm Amend’.

You will then see the message which confirms your changes have been made.



To cancel a reservation, search for the reservation you wish to cancel, open the reservation

6Raising customer service issues


Raising customer service issues

If you experience any customer service issues of any description with your reservation, we at Alphabet would like to know, weuse these issues raised, not only to ensure the issue is rectified, but also to make continuous improvements with the service from both Alphabet and our suppliers.

Locate the booking on which you would like to raise the customer service issues onStep 1

Select the tab labelled ‘Customer Service’Step 2

As no cases have currently been raised on this case, there is no information on here. To raise a new case, select ‘Add New Issue’.

Step 3



If you experience any customer service issues of any description with your reservation, we at Alphabet would like to know, weuse these issues raised, not only to ensure the issue is rectified, but also to make continuous improvements with the service from both Alphabet and our suppliers.

This window will appear for you to complete the details of your customer service issue.

Step 4

Using the dropdown box, please select the option most relevant for your issue. If none of the categories are appropriate, please select ‘Miscellaneous’

Step 5

Please enter a brief description of the issue, this can include any information that could be helpful when investigating your issue. Once you have included everything you need to, please click ‘Raise Issue’

Step 3



Once you have raised the issue, we will begin the investigation and it will show like this in the reservation.

A response will be sent to you within 5 working days. If the response is satisfactory, your case will then be marked as closed.

You can use the CSV button to download the information into a spreadsheet at any time

Your fleet manager will be able to see all issues raised and all outstanding issues, by using the top bar and selecting ‘Services’ and the choosing ‘Customer Service’


Alphabet (GB) Limited, Alphabet House, Summit Avenue, Farnborough, Hampshire GU14 0FB. Tel: 0370 50 50 100.

Registered office address: Alphabet House, Summit Avenue, Farnborough, Hampshire GU14 0FB. Registered in England and Wales 03282075.

Disclaimer: The information provided in this guide is for general information purposes only and is correct to the best of our knowledge at the time of publication (August 2019). Neither Alphabet nor the author can be held responsible for any actions or consequences arising from acting on, or refraining from taking any action, as a result of reading this.

ALMAR158.2Exp 21.08.2020

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AlphaRent Welcome to our online booking system · 2020-07-24 · Welcome to our online booking...

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