Introduction
The blacklist is your company's list of driving licences you will not rent to. Each entry is a licence number with an optional comment. The list sits on the screen headed Blacklist. At the top is a Back link. Below it is a table with two columns, Driver License and Comments, with a plus-sign button above it for adding an entry and a pencil and a bin icon at the end of every row.
The blacklist matches on the driving-licence number and nothing else. Not the name, not the email address, not the date of birth, not the passport. If a person's licence number is on the list, the app refuses to confirm their bookings and refuses to start their inspection. If it is not, or if their customer record has no licence number, the blacklist does nothing at all.
You will use this when:
- a customer damaged a vehicle, did not pay, or behaved badly, and you never want to rent to them again
- a colleague at another branch warns you about someone who may try to book
- Confirm or the inspection refuses with a blacklist message and you want to see why
- you blacklisted someone by mistake, or the matter is settled, and you want them to rent again
There are two ways to add an entry:
| Route | Where | What you get |
|---|---|---|
| Add to blacklist on the customer's licence | Customer form, Identification tab, Drivers license block | The number is copied from the licence, so it matches exactly. The app refuses if it is already listed |
| The plus-sign button on the Blacklist screen | Customers menu, Blacklist tile | An empty entry you type the number into. Nothing checks for typing errors or duplicates |
Use Add to blacklist whenever the person is already a customer. Type an entry by hand only for someone who has never rented from you.
How to use
Configuration
There is nothing to switch on. The blacklist works as soon as it holds an entry, and it only ever applies to your own company's customers.
Before you start: adding and changing entries needs the Employee or Company admin role. Staff with Employee (minimal) can look at the list but not change it. Only a Company admin can delete an entry.
Using the blacklist
To blacklist an existing customer (the recommended way):
- From the main menu open Customers, then click the Customers tile, and click the customer's row to open their customer form.
- Click the Identification tab in the row of tabs below the personal details. On the Drivers license block, stay on the Core sub-tab.
- Check the licence Number against the physical licence. The Add to blacklist link only appears once a number is filled in.
- Click Add to blacklist. The app first saves the customer form as it stands, then opens a small Blacklist window with the number already filled in.
- Type the reason in Comments — this is what your colleagues will see later. Leave is active ticked.
- Click Save. Cancel throws the entry away, but the customer form has already been saved in step 4.
If the number is already on your list, step 4 shows Already on blacklist. instead and opens nothing.
To add a licence by hand:
- From the main menu open Customers, then click the Blacklist tile.
- Click the plus-sign button above the table, captioned Nieuw.
- Type the licence number in Driver License exactly as it appears on the customer's record, add a Comments line, and click Save.
| Field | Default | What it does | What it will accept |
|---|---|---|---|
| is active | ticked | Whether Confirm and the inspection act on this entry | Ticked or unticked |
| Driver License | empty (or copied from the licence) | The number that is matched | Any text up to 200 characters, matched exactly |
| Comments | empty | Shown on the customer form beside On blacklist | Any text up to 800 characters |
To look up or change an entry, open the Blacklist screen, type part of the number in the search box above the Driver License column, and click the pencil icon on the row.
Key details
When the blacklist is checked. The app looks at the list at three moments:
| Moment | What you see if the licence is listed |
|---|---|
| Pressing Confirm or Provisional on a booking | Can't confirm. Customer on blacklist. — see Confirm a booking |
| Clicking the Inspection tile, at pickup or at return | Customer on blacklist. — see Run the pickup inspection |
| Opening the customer's form | The customer is marked Blocked and saved, and an On blacklist notice with your comment and a View button appears in the right-hand column, under Blocked |
No other screen covered in this manual looks at it. Creating a booking, changing it, and accepting a quote do not — see Send a quote and follow it up for what Accept quote skips.
Opening the form blocks the customer for good. Once the customer form has been opened while their number is on the list, Blocked is ticked and stays ticked. From then on, Confirm and the inspection stop with Customer is blocked. rather than the blacklist message, because the block is checked first. The On blacklist notice only shows while the entry is active, but the automatic block happens for an inactive entry too.
Matching is exact. The number on the list and the number on the customer's licence must be the same text. A worked example: Jan de Vries is blacklisted as 5091234567. He comes back and a colleague types his licence as "5091 234 567". The two do not match, so his new booking confirms without complaint. The same happens with a stray space at the end, or a dash in the wrong place. This is why Add to blacklist is the safer route — it copies the number instead of retyping it.
No licence number, no check. A customer whose licence Number is empty is never matched, whatever else is on their record. A blacklisted person who books without giving a licence, or with a new licence, is not recognised. Make sure every customer's licence number is filled in before the vehicle goes out — see Record a customer's driving licence and passport.
Removing an entry. Unticking is active stops Confirm and the inspection from refusing on the blacklist, but it does not lift the block: anyone opening the customer form still sets Blocked again, because the automatic block ignores is active. To let the person rent again:
- Ask a Company admin to open the Blacklist screen and click the bin icon on the entry. It is deleted straight away; no question is asked.
- Open the customer form, untick Blocked at the top of the right-hand column, and click Save.
Do it in that order. Unticking Blocked while the entry still exists only lasts until the form is next opened.
What to do next: once the licence is listed, open the customer's form once so the Blocked tick is set and your colleagues see the On blacklist notice straight away.
Q&A
A blacklisted person just picked up a vehicle. How did they get through? Their licence number on the new booking's customer record is empty, different, or typed differently from the entry. The list matches the number only. Compare the Number on the customer's Identification tab with the entry on the Blacklist screen, character by character. If they are the same person under a second customer record, ask a Company admin to merge the records — see Merge duplicate customer records.
Confirm says Customer is blocked. but I unticked Blocked yesterday. Why is it back? Someone opened the customer form, and the licence number still matches an entry — active or not. Delete the entry first, then untick Blocked, as described under Removing an entry above. A customer over their credit limit is blocked the same way; see Check what a customer owes and take a payment.
Why does Confirm say Customer on blacklist. for someone we never blacklisted? Their licence number matches an entry, probably through a typing error on one side. Open the customer form: the On blacklist notice shows the comment, and View opens the entry. Correct whichever number is wrong and click Save.
I clicked Add to blacklist and got Already on blacklist., but the customer is not being stopped. An entry with this number exists but is unticked. Open the Blacklist screen, search for the number, click the pencil icon, tick is active, and click Save.
Why can I not see the Add to blacklist link? The licence Number on the Core sub-tab is empty. Type the number first; the link appears as soon as it is filled in.
I clicked the bin icon on the Blacklist screen and the entry did not go. Only a Company admin can delete entries. Untick is active instead, and ask your administrator to delete it.
Can the same number be on the list twice? Yes, if it is typed by hand — the plus-sign button does not check. It does no harm, but when lifting a blacklist, search the list and delete every copy.
Related pages:
- Record a customer's driving licence and passport — for getting the licence number right in the first place.
- Confirm a booking — for the other checks Confirm runs.
- Run the pickup inspection — for what else stops a handover.