If your site uses EHI Rental Car Contracts, each user must be assigned a contract ID from EHI in order to see search results for car hires. Contract IDs are unique for your company. EHI also provides billing numbers associated with contract IDs for managing billing. Billing numbers are not required.

You set up and assign contract IDs in the Admin Access section. Click the Admin Access tab (visible only to administrators) at the top of the Home page if it is not already open.

Setting Up Contract IDs

The user’s profile must contain at least one active contract ID. As a company administrator, you need to assign at least one contract ID to each user that will be renting cars.

Adding a Contract ID

To add a contract ID, follow these steps:

1. Choose Travel from the Services drop-down menu. The Services | Travel page appears with a set of links in the left hand column, including EHI Rental Car under "Policy".
2. Click EHI Rental Car. The EHI Rental Car Contracts page appears. The Contract IDs tab is selected by default.
   
   
   
   
3. Click the Add New Contract ID button under the Contract IDs tab. The Add Contract ID dialogue appears.
   
   
   
4. Enter the contract ID name in the Account Name field, and the ID in the Contract ID field.
5. Select at least one Rental Service to activate booking capabilities.
6. (Optional) Click the "Automatically assign this Contract ID to each invited user" checkbox for the Assign to Future Users option to automatically assign this contract ID to each invited user.
7. Click Save and Continue. The Assign Contract ID to Users dialogue appears with a list of users.
   
   
   
8. Click the checkbox for the users who can use this contract ID, or click Select All to select all listed users. To remove the contract ID assignment from a user, click the checkbox to remove the check mark for that user.
9. Click Assign to assign the contract ID to the selected users. The EHI Rental Car Contracts page re-appears.

Editing or Removing a Contract ID

To view or edit your contract IDs, click the Contract IDs tab on the EHI Rental Car Contracts page (if it is not already selected). The list of contract IDs you have created appears.

You can click the Open link in the right hand column of each contract ID to see the details panel for that contract ID. You can then click one of the following:

• Edit: Edit the name, ID, hire service, Assign to Future Users option and Active option for the contract ID.
  
  
  
  
• To remove the contract ID, click the Active checkbox to remove its check mark. The contract ID becomes inactive. You can activate it again by opening the contract ID, clicking Edit, and clicking the Active checkbox.
• Click Save to save your edits, or Save and Add Billing Numbers to save and add billing numbers.
• Assign to Users: Show the Assign Contract ID to Users dialogue.
  
  
  
  
• Click the checkbox for the users who can use this contract ID, or click Select All to select all listed users. To remove the contract ID assignment from a user, click the checkbox to remove the check mark for that user.
• Click Assign to assign the contract ID to the selected users.
• Close: Close the contract ID details panel.

Setting Up Billing Numbers

You must add contract IDs first, before adding billing numbers associated with them (see “Setting Up Contract IDs” in this topic).

Adding a Billing Number

To add a billing number, follow these steps:

1. Choose Travel from the Services drop-down menu. The Services | Travel page appears with a set of links in the left hand column, including EHI Rental Car under "Policy".
2. Click EHI Rental Car. The EHI Rental Car Contracts page appears.
3. Click the Billing Numbers tab. The Billing Numbers section of the page appears.
4. Choose a contract ID for the billing number from the drop-down menu, or choose All Active Contract IDs.
5. Click the Add New Billing Number button. The Add Billing Number dialogue appears.
6. Enter the billing number name in the Name field, and the number itself in the Billing Number field.
7. Select a contract ID in the Contract ID drop-down menu.
8. (Optional) Click the checkbox for the Assign to Future Users option to automatically assign this billing number to each invited user.
9. Click Save. You can optionally click Save and Add New, and repeat steps 6-9 to add more billing numbers.

The EHI Rental Car Contracts page re-appears.

Editing or Removing a Billing Number

Click the Billing Numbers tab on the EHI Rental Car Contracts page (if it is not already selected) to see the list of billing numbers that you have created.

You can click the Open link in the right hand column for each billing number to see the details panel for the billing number. You can then click:

• Edit: Edit the name, ID, contract ID, Assign to Future Users option and Active option for the billing number.
• To remove the billing number, click the Active checkbox to remove its check mark. You can activate it again by opening the billing number, clicking Edit, and clicking the Active checkbox.
• Click Save to save your edits.
• Assign to Users: Show the Assign Billing Numbers to Users dialogue.
• Click the checkbox for the users who can use this billing number, or click Select All to select all listed users.
• Click Assign to assign the billing number to the selected users.
• Close: Close the billing number details panel.

Assigning Contract IDs and Billing Numbers

In addition to assigning contract IDs to users during the setup process (see “Setting Up Contract IDs” in this topic), as an administrator you can assign one or more contract IDs to a user while adding or managing the user’s information. You can also assign billing numbers associated with each contract ID.

Assigning or Removing for a New User

To assign contract IDs and billing numbers while adding a new user, follow these steps:

1. Choose Manage Users from the Users drop-down menu. The Users | Manage Users page appears.
2. Click the Add a User button. The Add Users window appears.
3. In the EHI Rental Car Settings section, click the checkboxes for the contract IDs that you want to assign to the user. Select at least one to activate car hire booking. If you need to remove a contract ID from a user, click the checkbox to remove the check mark.
   
   
   
4. If a contract ID you have selected has associated billing numbers, the numbers appear under the contract ID. Click the checkboxes for one or more billing numbers under the contract ID.
5. Once you have finished adding all of the other user information, click Save or Save & Add Another.

Assigning or Removing for an Existing User

To assign, change or remove the contract IDs and billing numbers for an existing user, follow these steps:

1. Choose Manage Users from the Users drop-down menu. The Users | Manage Users page appears.
2. Click the user’s name in the list of users. The Manage User page appears.
3. In the EHI Rental Car Settings section, click the checkboxes for the contract IDs that you want to assign to the user. Select at least one to activate car hire booking. If you need to remove a contract ID from a user, click the checkbox to remove the check mark.
4. If a contract ID you have selected has associated billing numbers, the numbers appear under the contract ID. Click the checkboxes for one or more billing numbers under the contract ID.
5. Click Save.

Assigning or Removing for Multiple Users

To assign or remove contract IDs for multiple users at once, follow these steps:

1. Click the Contract IDs tab on the EHI Rental Car Contracts page to see the list of contract IDs that you have created.
   
   
   
2. Click the Open link in the right hand column for a contract ID to see the details panel for that contract ID.
   
   
   
3. Click Assign to Users. The Assign Contract ID to Users dialogue appears with a list of users.
   
   
   
4. Click the checkbox for the users who can use this contract ID, or click Select All to select all listed users. If you need to remove a contract ID from a user, click the checkbox to remove the check mark.
5. Click Assign to assign the contract ID to the selected users (and remove the contract ID from unselected users).

To assign or remove billing numbers for multiple users at once, follow these steps:

1. Click the Billing Numbers tab on the EHI Rental Car Contracts page.
2. Select a contract ID for the billing number, or select All Active Contract IDs, in the drop-down menu.
3. Click the Open link in the right hand column for a billing number to see the details panel for the billing number.
4. Click Assign to Users. The Assign Billing Numbers to Users dialogue appears with a list of users.
5. Click the checkbox for the users who can use this billing number, or click Select All to select all listed users. If you need to remove a billing number from a user, click the checkbox to remove the check mark.
6. Click Assign to assign the billing number to the selected users (and remove the billing number from unselected users).