How to do a Test Ride Booking in Gain DMS: A Step-by-Step Guide 

This document explains the step-by-step process to book a test ride in DMS.

Overview

The Test Ride Booking feature in Gain DMS enables dealership users to schedule and manage vehicle test rides for prospective customers. It helps organize bookings through predefined time slots, track vehicle availability, and efficiently manage customer test ride activities.

Prerequisites

Before booking a test ride, ensure:

• A lead has already been created in the system.
• The lead is available in the Open Leads list.
• Test ride vehicles are configured and available in the system.
• Vehicle stock for test rides has already been assigned.

Steps to Create a Test Ride Booking

Step 1: Navigate to My Leads

1. Login to Gain DMS.
2. Go to Pre-Sales.
3. Click My Leads.

The Enquiry Worksheet screen opens and displays all active leads.

Step 2: Open the Required Lead

1. Search for the lead for whom the test ride must be scheduled.
2. Click the Lead Name.

The system opens the Enquiry Details Screen containing customer and enquiry details.

Step 3: Open Test Ride Booking Section

1. Locate the Test Ride Status section.
2. Click Make Test Ride Booking.

The Test Ride Booking Screen opens.

Step 4: Select Booking Date

1. Choose the preferred Test Ride Date.

Users can select the current date or any future date based on customer requirements.

Step 5: Check Slot Availability

1. Click Check Slot Availability.

A slot availability pop-up appears displaying:

• Slot Start Time
• Slot End Time
• Vehicle Availability
• Number of booked test rides

This screen helps users understand available capacity before confirming a booking.

Step 6: Review Slot Capacity

Review available slots carefully.

Example:

• Each slot can support a fixed number of test rides.
• If a slot shows fewer available bookings, existing customer bookings already occupy some capacity.

Example:
If a slot capacity is 4 and only 3 are available, one booking already exists.

Step 7: Select and Block Slot

1. Select the preferred time slot.
2. Click Block Slot.

The system updates:

• Booking Date
• Booking Time
• Selected Slot Timing
  

Step 8: Save Test Ride Booking

1. Click Save Test Ride Booking.

The booking is successfully created.

Booking Calendar and Schedule Tracking

After saving:

• Monthly booking calendar automatically updates.
• Total test rides scheduled for that day increase.
• Booking details become visible under customer test ride information.

Example details shown:

• Customer Name
• Vehicle Model
• Vehicle Variant
• Test Ride Date
• Scheduled Time Slot

Managing Multiple Test Ride Bookings

Users can create additional test ride bookings for the same lead if required.

Vehicle preferences can also be changed by updating:

• Vehicle Model
• Product
• Variant

This allows flexibility based on customer interest.

Accessing Scheduled Test Rides

After booking creation:

1. Open the Take Test Ride screen.
2. Locate the scheduled customer booking.
3. Click Take Test Ride to proceed with the actual test ride activity.

Important Notes

• Slot availability helps avoid overbooking.
• Existing bookings reduce available slot capacity.
• Test ride scheduling helps dealerships manage customer flow efficiently.
• Multiple bookings can be created when required.
• Scheduled bookings automatically appear in the Take Test Ride screen.
• Vehicle selection can be changed before finalizing a booking.

Result

The test ride booking is successfully scheduled and linked to the lead. The dealership can now track, organize, and conduct test rides in a structured and efficient manner.