Case Study

How we designed a solution that mainly serves customers, but also provides a huge benefit to employees.

What is

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In this case study, you'll find out

  • why the client contacted us with a request for an online reservation system,
  • how we connected it with the established workflows of the car rental employees,
  • and how the solution has relieved workers of inefficient and repetitive work.

Where did the idea of creating an online reservation system come from?

The request to streamline the car rental service came directly from our client's employees. They identified the car rental company's potential, but also found that the service was limited by the need for a personal or telephone order. As a suitable alternative, they proposed the creation of an online reservation system that would:

  • allow customers to book at any time of day or night,
  • make the process of renting cars quicker,
  • in particular, a younger target group of users would favour it.

With the approval of the management, they then began to look for a supplier who would create a reservation system.

The first technological meeting about the beginning of development took place in in September 2022. Together, we analyzed the then-current way of booking and found a number of ways to improve it and make it more efficient. The functional solution meeting all the client's main requirements was ready for use on March 1, 2023.

What is the benefit of the solution for the end customer?

What is the benefit of the solution for the end customer?

The intuitive booking system for car rental is built on two basic parameters - the date of rental and the class of the vehicle according to the internal space at its disposal (small, medium, large). If interested, the customer has the option to enter other requirements, such as the make and model of the vehicle, equipment, type of gearbox and fuel.

After confirming the required parameters, the search engine filters out the cars available for rent to the user. After selecting a specific model, the customer gets more information about the car, as well as a price calculation for the rental. At the same time, they can also configure additional services, such as a motorway vignette or a higher daily distance.

The configuration of the order is reflected in a parametric URL in real time. After filling it out, the customer can copy the URL from the browser and send it, for example, to other passengers for a look-over.

After confirming the configuration, the user fills in personal data and makes an irrevocable reservation. If, at the time of booking, Moris Slovakia has another vehicle of theirs in their servicing garage, and the rented car will therefore serve as a replacement vehicle, they can also fill in the number plate of the serviced car and get a significant discount on the rental.

If the customer registers in the system, the data no longer needs to be filled in, it's automatically loaded from their profile.

How does the system help car rental employees?

How does the system help car rental employees?

The employees of the car rental company have all the information about the vehicles, as well as their occupancy and price list, stored in their own, long-used Excel files. To make sure that they don't have to change the way they work, we implement these files directly into the API. From there, they are then projected into the web application.

1. Generating documents

Employees enter the website administration system when confirming each order. In a transparent interface, they can generate advance invoices with any number of items for each reservation. These are created automatically according to additional rental services. At the same time, they also have the opportunity to generate a tax document, a contract and a final invoice after returning the vehicle. In each of the documents, the system automatically fills in almost all information about the lessor and the car. It's also possible to add a note for colleagues to each order.

2. Overview of orders in the calendar

All orders are visible to administrators in a clear calendar. Individual reservations are color-coded according to their status:

  • reserved - for a certain period of time until the customer pays,
  • confirmed - if the customer pays or if the order is made from an administrator environment,
  • closed - usually after handing over the vehicle,
  • cancelled.

Based on this parameter, it's also possible to filter them in the calendar.

In addition, employees also have information about the existence of a note and after hovering the mouse on its icon, they can read it in the preview without the need to open the order. They also see an icon in the report that symbolizes a generated contract, which is downloaded when the symbol is clicked.

3. Creating accounts for customers with automatic completion of company data based on company ID

If a car reservation is made by phone or in person, employees can enter it into the system directly through the administration. With a new customer, they don't have to fill in all the information manually. They just need to enter the company's ID number, and all other firm’s data will be retrieved by the system itself from the public database of the financial administration and/or the statistical office.

At the same time, they can register a new customer as a user of the web application. In this case, after logging in, they can also see all orders made offline in their profile.

Existing customers can be searched by employees in the administration by name, e-mail address, phone number, company name or company ID.

3. Exporting orders

Employees have the option to export all orders within a certain date range from the system. The resulting file is saved with a name that contains the date range, making it easy to navigate the files. In addition, all data in the document is stored with the correct formatting, so it's possible to filter it or use formulas in them to obtain important statistics.

At the same time, they have the ability to connect to the API application via a unique key and create an export of orders within a certain date range in XML format. This file can then be sent directly to the Pohoda economic system, with which the accounting department works.

Although the web application had the ambition to help our client's customers rent a car quickly and at any time, it ultimately brings much more benefits to the client. All these functionalities significantly facilitate the work of the car rental employees and reduce the level of administration associated with individual rentals. Employees can therefore work more efficiently and turn the time gained into customer service optimization.

Technological summary

The most important incorporated modules
  • Calendar
  • User profile
  • Generation of contracts, tax documents and orders
  • Parametric URL of orders
  • Users management
  • Automatic completion of data from the Statistical Office/Financial Administration
  • Bulk export of orders
Technologies used
  • GraphQL
  • React
  • NextJS
  • MongoDB Atlas
  • Google Cloud
  • CI/CD
  • Monitoring
  • Gitlab
What awaits us in regard to this cooperation?
  • Creation and use of promo codes
  • Multiple login types (Google, Facebook, one-time-password)
  • Extension with smart car rental functions for automated vehicle work use
  • Completing the database of cars in the service garage and its connection with the reservation system

How does the client perceive the cooperation?

We came to with a relatively simple request for a reservation system. However, they helped us understand that thanks to an online application, we could get even more. Our employees no longer have to fill out contracts manually, put sticky notes to orders or carry papers back and forth to the accounting office. The system does everything for them. Thanks to this, we already perceive the acceleration of the entire rental process and the reduction of the number of errors that naturally occur during "manual" work. We're looking forward to further expanding the application and what more we'll manage to optimize thanks to it.

Ing. Michal Janko
Ing. Michal Janko
Sales Lead for new ŠKODA vehicles, Moris Slovakia
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