Functional requirements of Vehicle Rental System with non-functional

Functional Requirements

1. User Management:
   • Customer Module:
     • Customer registration and profile management.
     • View rental history and current bookings.
     • Manage payment information and preferences.
   • Admin Module:
     • Add, update, and remove vehicles from the fleet.
     • Manage customer and driver information.
     • Assign roles and permissions.
   • Driver Module:
     • Register and manage driver profiles.
     • Track assigned trips and completed rides.
     • Update availability status.
2. Vehicle Management:
   • Vehicle Inventory:
     • Add new vehicles to the system with detailed attributes (type, model, registration number, etc.).
     • Update vehicle status (available, in use, under maintenance).
   • Maintenance Scheduling:
     • Track vehicle maintenance schedules.
     • Record and manage vehicle servicing and repairs.
3. Rental Booking and Reservation:
   • Vehicle Search:
     • Allow customers to search for vehicles based on criteria (type, price, location, availability).
   • Reservation System:
     • Allow users to reserve vehicles for specific dates and times.
     • Manage cancellations and modifications to bookings.
   • Pricing:
     • Set dynamic pricing based on vehicle type, duration, demand, and location.
     • Apply discounts, promo codes, and special offers.
4. Rental Process:
   • Pick-Up/Drop-Off Management:
     • Specify pick-up and drop-off locations for vehicle rentals.
     • Allow customers to select delivery of vehicles to their location.
     Advertisement
   • Rental Agreements:
     • Generate and manage digital rental agreements for each booking.
     • Enable electronic signing of contracts.
   • Check-in/Check-out:
     • Manage the process of vehicle handover, including condition checks and mileage logging.
5. Payment and Billing:
   • Payment Integration:
     • Accept payments via various methods (credit/debit cards, PayPal, etc.).
   • Invoicing:
     • Automatically generate invoices based on rental terms.
   • Refund Management:
     • Process refunds for cancelled bookings or deposit returns.
   • Security Deposits:
     • Manage pre-authorized security deposits during bookings.
6. Customer Feedback and Rating:
   • Allow customers to rate vehicles and drivers.
   • Enable feedback submission for services, vehicle condition, and overall experience.
7. Notifications and Alerts:
   • Send booking confirmations, reminders, and updates via email or SMS.
   • Alert admins on vehicle maintenance schedules or booking issues.
8. Driver Assignment (if required):
   • Assign drivers to bookings for vehicles that require a driver.
   • Track driver availability and assign them to rides based on proximity and availability.
9. Reporting and Analytics:
   • Rental Reports:
     • Generate reports on vehicle rentals, revenue, and customer activity.
   • Vehicle Utilization:
     • Provide insights into vehicle usage, including downtime and maintenance frequency.
   • Customer Reports:
     • Analyze customer rental patterns and feedback to improve services.
10. Insurance and Legal:
    • Store and manage vehicle insurance details.
    • Generate necessary legal documents for customers during the rental process.
11. Loyalty Program:
    • Implement a reward system for frequent customers.
    • Allow customers to earn and redeem loyalty points.

Non-Functional Requirements

1. Performance:
   • The system should support multiple concurrent users without slowdowns.
   • Booking confirmations and payment processing should happen within 2-3 seconds.
2. Scalability:
   • The system should be scalable to handle increasing users and vehicles.
   • Capable of supporting thousands of simultaneous bookings during peak times.
3. Security:
   • Secure customer data through encryption (e.g., for payment info, personal data).
   • Implement role-based access control to restrict access to sensitive modules.
   • Provide two-factor authentication for admin and customer login.
4. Reliability:
   • The system should provide an uptime of at least 99.9%.
   • Implement backup and recovery mechanisms to prevent data loss during failures.
5. Usability:
   • The system interface should be intuitive for both admins and customers.
   • Provide mobile-friendly access for users on smartphones and tablets.
   Advertisement
   • Include user guides or tooltips for ease of navigation.
6. Maintainability:
   • The system should be modular and easy to update.
   • Regular system updates and patches should not affect normal operations.
   • Ensure the codebase is well-documented for future development.
7. Compliance:
   • The system should comply with local vehicle rental regulations and industry standards.
   • Ensure compliance with data protection laws (such as GDPR) for handling personal data.
8. Availability:
   • The system must be available 24/7 for users across different time zones.
   • Scheduled maintenance should be communicated to users in advance.
9. Data Integrity:
   • The system should ensure data accuracy and prevent double-bookings or conflicting reservations.
   • Transactions should be atomic to prevent incomplete booking or payment processing.
10. Interoperability:
    • The system should integrate with third-party payment gateways, GPS tracking for vehicles, and CRM systems.
    • It should support standard formats like CSV and XML for data export/import.
11. Response Time:
    • User actions like searching for vehicles or confirming bookings should respond within 2-3 seconds.
    • Large reports should generate within a maximum of 10 seconds.
12. Scalability:
    • The system should scale to accommodate more users, vehicles, and locations as the business grows.
    • Should support cloud-based or distributed deployment for geographic expansion.