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Software trials are like a test drive for your business tools. They typically give you full or limited access to a platform's features for a set period, usually 14 to 30 days. This lets you explore the system, try its capabilities, and decide if it’s worth the investment. But here’s the catch: how often do you sign up for a trial only to forget about it?

Now, when it comes to car rental software, things get even more specific. But what are the common mistakes that users often make during trials—and more importantly, how do you avoid these major pitfalls?

To make things even better, we’ve included an insider tip at the end of the article to help you extend your trial period or secure a discount from your software provider.

Mistake no. 1: Excluding Your Team

It might sound like a no-brainer for some but it cannot be stressed enough:

Involve key staff members from day one of the trial.

They’re the ones who will use the software daily, so their feedback is crucial. Give them time to familiarize themselves with the system and weigh in on its usability.

Our experience shows that staff members often recognize early on whether a new rental system will improve their workflow. Many times, it’s the employees who reach out to us saying, "This software would make our jobs both quicker and easier—we just need leadership to invest in it!"

Why It Works: Including your team ensures you catch usability issues early and can assess how well your staff adapts to the new platform.

Mistake no. 2: Not Testing Real Scenarios

Use the software in real-life scenarios to understand its capabilities. For example:

• Reservations and Bookings: Simulate customer inquiries and test how the software handles reservations, including double bookings or last-minute changes. Check if the system flags potential conflicts and offers resolution options.
• Fleet Management: Add vehicles, track their status, and explore maintenance features. In Rentgine, some users overlook the maintenance alert tool and only discover its benefits when we point it out.
• Finances: Check invoicing or cost management. Testing these features may sound overwhelming, but in reality, you only need to input mock data—the system will do the rest.
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Mistake no. 3: Not Sending Feedback or Requesting Support (and Missing Out on Free Custom Solutions!)

Your experience during the trial is valuable not only to your team but also to the software provider. Share your feedback with them, highlighting what works well and what doesn’t.

Why Providers Appreciate It: Constructive feedback helps developers improve their software, making it more tailored to your industry’s needs.

In many cases, the development team may find your suggestion insightful enough to implement a solution. The result? You receive a “custom” feature for free—something that might otherwise come at a premium.

In fact, at Rentgine, we frequently reach out to our users to collect feedback and implement the best ideas for free.

Bottom line is: Send your feedback because you can only benefit from it.

Mistake no. 4: Disregarding Training Resources

Most software providers offer tutorials, help centers, or customer support during trial periods. Use these resources to understand the full range of features and troubleshoot any challenges.

Pro Tip: Dedicate a specific team member to review the available training materials and report back. If time is limited, prioritize tutorials covering features that align with your business goals, like fleet or customer database management.

+1 Insider Tip

Do you want to extend your free trial or get a discount? Send out an email to the software provider saying that you can:

1. Feature them on your website: This is a great offer if you have a solid online presence. Leverage this because small and medium-sized companies are eager to gain exposure and would gladly award you for such an offer.
2. Provide testimonial or case study: You can offer your testimonial or agree to a case study. Companies value authentic reviews and are often willing to reward them with discounts or extended trials.

These strategies can increase your value to the provider and often lead to extended trials, discounts, or even additional perks. Be clear about your intent and present it professionally for the best chance of success.

Bonus Insight: At Rentgine, we’re always open to collaborations like this. If you have an idea, don’t hesitate to reach out! We’re more than happy to listen to your offer and negotiate.

Conclusion

For car rental businesses considering vehicle rental software, a 30-day trial period can be a game-changer. This no-obligation phase allows you to explore the software's features, and assess its compatibility with your business operations.

A 30-day trial period isn’t just a freebie—it’s a roadmap to transform your car rental business operations. By setting clear goals, engaging your team, and rigorously testing the software, you’ll ensure you make a well-informed decision.

Ready to start your journey? Check out our plans and sign up for your first 30 days for free.