Introduction
When staff record damage during an inspection, they click on a drawing of the vehicle and a marker appears at that spot. Those drawings are the damage diagrams. The app calls each set of drawings a damage template, and you manage them on the screen headed Damage Template: a list of your templates, with a New Damage template button and a (Re)-Sync all assets button above it.
A template holds six pictures, one for each side of the vehicle. You make one template for each body shape you rent out, for example a hatchback, an estate or a van. Then you attach it to the makes and models it fits, and every vehicle of that model gets the right drawing.
You would be here because:
- You are setting RentVisie up and the damage step still shows empty panels.
- You have added a new kind of vehicle, like your first vans, and a car drawing makes no sense for them.
- Staff say the drawing on the damage screen does not look like the vehicle in front of them.
- You want to check that every model in the fleet has the right drawing.
Terms used on this screen
| The screen says | What it means |
|---|---|
| Damage template | One set of six vehicle drawings. Some warning notes on the vehicle record call it an inspection template |
| Left, Right, Front, Back, Top, Inside | The six sides. Top is the roof |
| Link models | Attach the template to makes and models |
| Assets | Your vehicles |
| (Re)-Sync all assets | Give every vehicle the template of its model |
Every way a vehicle gets its diagram
| Route | What happens | Covered here |
|---|---|---|
| Link models on the template, or Damage template on a model | Sets the template for that model | Yes |
| (Re)-Sync all assets | Copies each model's template onto all its vehicles | Yes |
| Damage template on the vehicle's Core tab | Sets one vehicle by hand | Yes |
| Saving a vehicle that has none yet | The app picks one by itself | Yes, under Key details |
Set things up through the models whenever you can. Choose a template on the vehicle itself only for a vehicle that is different from the rest of its model.
How to use
Configuration
Before you start: you need the Company admin role. Only that role can open the Damage Templates and Make and Models tiles and link models. Ordinary Employee accounts see the drawings during inspections but cannot change them. Your templates belong to your company only.
Have the drawings ready as image files, one for each side you want to use. The screen recommends small files shaped like this:
| Side | Recommended shape |
|---|---|
| Front, Back, Inside | Square, 300 × 300 |
| Left, Right, Top | Wide, 600 × 300 |
To build a template:
- From the main menu, open Admin, then Assets. On the tile screen headed Assets, click Damage Templates.
- Click New Damage template, above the list. A screen headed Damage template opens.
- Type a Name that says which vehicles it is for, like "Van – high roof". Staff and other administrators pick templates by this name.
- Below the name are six boxes, labelled Left, Right and Front in the top row and Back, Top and Inside below. In each box, use the upload control to choose the picture for that side.
- Click Save, at the bottom. Cancel throws the new template away.
To change a template later, click the pencil icon on its row. Uploading a new picture in a box replaces the old one when you click Save.
The list has a text filter under Name. The bin icon at the end of a row deletes a template straight away, without asking first; see the Q&A before you use it.
Using the damage templates
Open Admin, then Assets, then Damage Templates, and click the pencil icon on the template you want to attach.
- Click Link models, under the heading. The screen headed Link models to damage templates opens, with Damage template: and the template's name below it.
- Find the models. The list shows Selected, Make and Model. Type in the filter box under Make or Model to narrow it.
- Tick Selected for each model this drawing fits. Each tick is saved the moment you make it. There is no Save button on this screen. To detach a model, untick it.
- Click Back to return to the template.
- Go back to the Damage Template list and click (Re)-Sync all assets. This step updates the vehicles themselves. Linking a model does not change any vehicle that already exists until you do it.
The sync gives no message when it has finished. To check a vehicle, open it from the vehicle list, as described in Add a vehicle to your fleet, and look at Damage template on its Core tab.
To set one vehicle by hand, open the vehicle, go to the Core tab, pick a template in Damage template and click Save. The next (Re)-Sync all assets overwrites it if the vehicle's model has a template of its own.
From the model side. You can also set a model's template on the model itself. Open Admin, then Assets, then Make and Models, click the model, choose Damage template and click Save. It does the same thing as a tick on Link models. Its vehicles still need (Re)-Sync all assets.
A worked example
Your fleet has 14 Volkswagen Golfs, 6 Golf Variants and 5 Ford Transits. You make three templates: "Hatchback", "Estate" and "Van". You open "Van", click Link models and tick Ford / Transit. You do the same for the other two. Then you click (Re)-Sync all assets on the list. All 25 vehicles now have a drawing that fits them.
A month later you buy a Transit Custom, a model that is new to your list. You do not link it. When the new van is saved, the app finds no template on its model and gives it one of your templates by itself, possibly "Hatchback". You open "Van", tick Ford / Transit Custom and sync again, and the new van shows the van drawing.
Key details
What each side is for. The damage step shows the six drawings as separate panels. Staff click the panel for the part of the vehicle where the damage is. The spot they click is stored with the damage, and the same spot is marked again at every later inspection. There is no underside picture; damage under the vehicle goes on the nearest side. See Record damage during an inspection.
A side with no picture cannot be used. If a box is empty, or the vehicle has no template, that panel on the damage screen is blank and there is nothing to click. Fill all six boxes, even with a simple outline.
The app fills in a missing template when a vehicle is saved, if the vehicle's settings profile has Damage switched on (Change which fields your vehicle records show). It uses the model's template if there is one. If not, it uses one of your company's templates, and it may not be the right one. A vehicle that already has a template is never changed this way. With Damage off, nothing is filled in.
A new company may already have a template called "Damage template". It can be created when a company that rents cars is set up. Open it and check whether it has pictures.
Only models without a template, and models already on this template, appear under Link models. A model attached to a different template is not in the list.
What to do next: sync, then run an inspection on one vehicle of each model to see the drawings. See Run the pickup inspection.
Q&A
I deleted a template by mistake. What has happened to the vehicles? Every vehicle and model that used it now has no template, and their damage panels are blank. The bin icon does not ask for confirmation, and you cannot undo it. The damage records themselves are not deleted. Make the template again with New Damage template, link the models, and click (Re)-Sync all assets.
The damage screen shows empty panels, so staff cannot mark anything. The vehicle has no template, or the template has no picture for that side. Open the vehicle's Core tab and look at Damage template. If it is empty, pick one. If it is set, open that template and upload the missing pictures.
Old damage markers are in the wrong place since I changed a picture. Markers keep their original position on the drawing. A new picture with a different size or layout moves the vehicle underneath them. Replace a picture only with one of the same size and outline.
I set a vehicle's template by hand and it changed back. Someone clicked (Re)-Sync all assets. The sync gives every vehicle its model's template. To keep a different drawing for one vehicle, detach its model from the template, or give it a model that fits.
I linked a model but its vehicles still show the old drawing. Linking only changes the model. Click (Re)-Sync all assets on the Damage Template list.
A model I want is not in the Link models list. It is already attached to another template. Open that template, click Link models and untick the model there first.
A vehicle got a drawing that nobody chose. It was saved without one, and the app filled one in (see Key details). Link its model to the right template and sync, or pick the template on the vehicle's Core tab.
The vehicle record says "Please add a inspection template". Can I still save it? Yes. The note stays at the top until Damage template on the Core tab has a value, but Save still works. The vehicle's damage panels stay blank until it has a template.
Can I link models before saving a new template? Save first. Then open it again with the pencil icon and click Link models. Ticks are saved immediately, and Cancel on the template screen does not undo them.
There is no Damage template box on a trailer or other item that is not a vehicle. For those items the box only appears when their settings profile has Damage switched on. See Change which fields your vehicle records show.
I cannot find the Damage Templates tile. You need the Company admin role. Ask your administrator, see Add an employee and set their permissions.
Related pages:
- Record damage during an inspection: how staff use the drawings.
- Add a vehicle to your fleet: the vehicle record and its Core tab.
- Run the pickup inspection: where the damage step appears.