Introduction
The daily overview is the screen you land on when you sign in. It is headed Operational manager, with Your daily overview underneath, and it answers one question: what has to happen today, and what is already late.
Top to bottom: two shortcut buttons under the heading, then any alert banners, then a Quick lookup search, then a row of counter tiles — cars going out, cars coming back, what is late, what is waiting to be invoiced. Below the counters sit the working lists: today's pickups and returns on the left, any notices from RentVisie in the middle, and servicing and inspections coming up on the right.
You will use it when:
- you open the shop and want the shape of the day
- a customer is at the desk and you need their booking open fast
- a manager asks how many cars are out late
- you're catching bookings that came back but were never invoiced
- you're chasing paperwork that failed to send
You land on it when you sign in, and it also has its own main-menu item, Operational, so you can come back to it from anywhere in the app. Use it as the starting point for the day; each tile and banner hands you on to the screen that does the actual work.
Words this screen uses
The screen mixes its own labels with a few outside names:
| The screen says | It means |
|---|---|
| Operational manager | This screen — your home page |
| Aggregations | The counter tiles along the top |
| Kenteken | Licence plate (the column heading is in Dutch) |
| ASI due within 30 days | Annual Safety Inspection — the periodic roadworthiness test |
| Peppol | The network for sending invoices electronically between businesses |
| Exact | The accounting package your invoices can be sent to |
| Keycafe | The key-box service that lets customers collect keys without staff |
How to use
Configuration
The only thing you set up here is which tiles and lists you see. Nothing needs setting up first: the first time you open the screen, your choices are created for you.
- On the daily overview, click the small handle on the right-hand edge of the screen. A panel headed Choose what you want to see on your Operational Manager slides in.
- Under Aggregations, set each counter's switch to Yes or No.
- Under Lists, do the same for Pickup list, Dropoff list, Upcoming maintenance and ASI due within 30 days.
- Click Save. Cancel, or clicking outside the panel, keeps what you had.
Every counter and list starts switched on except three: Available assets, Inspection control and ASI due within 30 days stay hidden until you turn them on. Four switches are worded differently from the tile they control — look for the switch's own name:
| The switch says | The tile says |
|---|---|
| Qoutes overdue (spelled that way) | Quotes overdue |
| Contact | Contact requests |
| RFP | Request for proposals |
| Pending Payment Requests | Overdue Payment Requests |
The full walkthrough, and why your choices follow you from computer to computer, is in Change which tiles your dashboard shows.
The alert banners are not switched in this panel. The Peppol action required banner needs both Peppol and Key cafe set to Yes under Admin → Settings → Integrations; the Keycafe Actions banner needs Key cafe on. See Send invoices electronically over Peppol and Set up key box handover.
Before you start: the counters are only as good as the bookings behind them, and several of them count only the locations you are assigned to, so your numbers can legitimately differ from a colleague's. Which tiles you see is your own choice and affects nobody else. The Peppol action required banner is shown to company administrators only, and the Exact integrations button on the Exact errors banner opens only for company administrators. Failed direct debits are not on this screen at all — see the Q&A.
Using the daily overview
From the main menu, click Operational — or just sign in, which puts you here.
- To start something new, use the buttons under the heading: New Booking opens a blank booking (Create a booking), and Scheduler opens the planning calendar (Reschedule bookings on the Scheduler).
- Read any warning strip from RentVisie itself at the top — see Checking what's new and getting help.
- Deal with any coloured alert banner next. A banner means something has failed, not that something is due; each one has a button to the screen where you fix it (see Key details).
- To jump straight to one record, use Quick lookup: pick a booking in Booking to open it, or a customer in Customer to open their record.
- Read the counter tiles. Each is one kind of work. Click a tile to open the full list behind the number.
- Work the Pickup and Dropoff tabs below the tiles — today's actual jobs, with booking number, customer, Kenteken, status, locations, times and total price. Click the pencil at the end of a row to open that booking. More columns (Make, Model, External reference, Replacement reference, Driver) can be switched on from the grid's column control.
- Check the right-hand column: Upcoming maintenance and, if you have turned it on, ASI due within 30 days. Each has a Go to overview button for the full list.
Key details
What each counter counts, and where it takes you. Skim this once; you will come back to single rows. The last column explains why your screen and a colleague's disagree:
| Tile | What it shows | More about it | Only your locations |
|---|---|---|---|
| To be scheduled | Live bookings with no vehicle assigned yet | Create a booking | Yes |
| Pickups | Bookings due out today that have not gone out yet | The booking | Yes |
| Dropoffs | Bookings due back by the end of today, including ones already late | The booking | Yes |
| Overdue | Cars out past their return time, plus bookings never collected | The booking | No — whole company |
| Transports | Vehicle moves running today | Transports | No — whole company |
| Maintenance | Garage jobs running today | Service schedules | No — whole company |
| Quotes overdue | Sent quotes that have passed their expiry date | Quotes | Yes |
| Available assets | Active vehicles with nothing booked on them today | The list it opens | No — whole company |
| To be invoiced | The car came back or the booking fell through, but it has not been billed — or was billed for the wrong amount | Invoice a booking | Yes |
| Pending lease invoices | Lease bookings queued for automatic invoicing | Running leases | No — whole company |
| Inspection control | Cars the customer has reported back but nobody has checked in | Self-service returns | Yes |
| Contact requests | Contact requests still waiting | Contact requests | No — whole company |
| Request for proposals | Proposal requests still waiting | Requests for proposal | No — whole company |
| Overdue Payment Requests | Payment requests past their due date | Payment requests | Yes |
To be invoiced ignores rounding, but only by one cent. A booking totalling 181.50 euro that has been invoiced 181.49 euro is one cent out, and one cent is not enough to put it on the tile. Invoice the same booking 181.48 euro and the two-cent gap does show. So a tile reading zero means every returned booking is invoiced to within a cent, not that every figure matches exactly.
The lists have fixed windows. The Pickup and Dropoff tabs follow the Pickups and Dropoffs counters above them, soonest first. Upcoming maintenance runs from the start of today to one week ahead. ASI due within 30 days shows active vehicles whose inspection falls due in the next 30 days or is already past, soonest first, with the days remaining in brackets — a negative number means it is already overdue. A vehicle already booked in for its inspection drops off this list, which is how you tell the two apart; see Plan and record a vehicle's safety inspection.
The three alert banners sit above the counters.
| Banner | What it says | Button | When it appears |
|---|---|---|---|
| Peppol action required | Invoices failed to sync to Peppol with a count | Peppol Overview | Invoices failed to send, and both Peppol and Key cafe are Yes; company administrators only |
| Keycafe Actions | Action required | Access overview | Key cafe is on and there are key-box accesses to review |
| Exact errors | Action required. Unsynchronised exact items with a count | Exact integrations | Invoices failed to reach Exact |
With Key cafe on No, the Peppol banner never appears however many invoices failed, so check the Issues tab on the Peppol screen yourself (Send invoices electronically over Peppol). The Keycafe banner's button lists every key-box access with Update and Revoke on each row (Set up key box handover). The Exact banner is explained in Send invoices to your accounting package.
Turning a tile off hides the number, not the work. The settings are yours alone, and switching one back on shows a current count straight away.
What to do next: deal with any banner first — it has already failed, not merely fallen due. Then work the Pickup tab — those customers are coming in. Overdue needs a phone call rather than a screen. Come back to To be invoiced at the end of the day.
Q&A
Why doesn't a failed direct debit ever show up on this screen? Failed direct debits live on the Financials menu, where a banner reads We have identified errors in the Twikey syncs (Twikey is the direct-debit service) with a count and a Twikey errors button. That count is every error ever logged for your company, so it does not fall as you fix things — treat it as a log to work through, not a to-do counter. See Collect invoices by direct debit.
Why is there no Peppol banner, even though invoices failed to send? The banner is for company administrators only, and it also needs Key cafe switched on under Admin → Settings → Integrations. Without both, check the Issues tab on the Peppol screen yourself — see Send invoices electronically over Peppol.
Why does the Exact integrations button not open for me? The Exact errors banner shows for everyone, but its screen is for company administrators. Ask your company administrator, or see Send invoices to your accounting package.
Why does a car look overdue when the customer never actually collected it? Overdue counts cars out past their return time and bookings whose pickup time has passed but were never collected. Open the tile and then the booking. A booking that was never collected needs cancelling or new dates, not a phone call about a late return.
Why does my Pickups number differ from a colleague's, when Overdue is the same? Booking counters count only the locations assigned to you on your profile, while Overdue, Transports, Maintenance and Available assets count the whole company. Neither number is wrong.
Why is a one-way booking missing from a booking tile, even though I handle that branch? Those tiles require both the pickup and the return location to be ones you are assigned to. A rental going out from your location and back to one you are not assigned to will not appear for you at all — ask your administrator to add the other location.
Why does Dropoffs look higher than the number of cars expected back today? It has no start date: it counts everything due back by the end of today, so yesterday's and last week's late returns are in there too. It overlaps Overdue rather than sitting beside it — do not add the two together.
Why have both the Pickup and Dropoff tabs disappeared when I only switched one off? The two tabs are shown together or not at all: switching off either Pickup list or Dropoff list hides both. Switch both back on in the settings panel (Change which tiles your dashboard shows).
Why is a tile or list missing that a colleague has? It is switched off in your settings panel — three start off for everyone, and the switch may be worded differently from the tile (see Configuration). Open the handle on the right-hand edge and set it to Yes.
Related pages: Change which tiles your dashboard shows to rearrange the screen; Checking what's new and getting help for the warning strip and Highlighted notices; Reschedule bookings on the Scheduler for the planning calendar behind the Scheduler button.