Introduction
Identity documents live on the Identification tab of the customer form, in the row of tabs below the personal details. The tab holds two blocks. Drivers license comes first and has two sub-tabs of its own: Core, where the number, the issuer, the dates and the licence categories go, and Images, where photographs of the licence are kept. Below that sits Passport / ID-card with its own Number, Issuer, Date of issuance and Date of expiration, and under both of them a single National identification number box.
Nothing on this tab stops a booking or a handover. The app records what you type and shows it back to whoever opens the customer next; it does not compare an expiry date against the rental dates, and it does not refuse a vehicle to somebody whose licence ran out last month. The one thing here the app does act on is the licence Number, which is what the blacklist matches against.
You will use this when:
- a customer hands over their licence at the counter and you copy the details in
- you take a photograph of the licence and want it on file before the car goes out
- a Belgian customer offers their identity card and you have a card reader
- a customer's details arrived from your website and you want to check what came through
Words used on this screen
| The screen says | It means |
|---|---|
| Core | The sub-tab with the licence's numbers and dates, as opposed to its pictures |
| License type | The categories on the licence — B for a car, BE for a car with a trailer |
| Validated? | Your own note that a colleague has checked the document; nothing in the app reads it |
| Drivers license side | Which face of the licence a picture shows, Front or Back |
| Passport / ID-card | The block for any second document — a passport, an identity card or a residence permit |
Where these details can come from
| Where you start | What you get |
|---|---|
| The Identification tab on the customer form | You type everything. This is the only place you can edit a licence or passport by hand. |
| The drop area on the customer form's Other tab | Reading a Belgian identity card fills the name, birth details, address and the Passport / ID-card block in one go. |
| Your website or the customer's own app | Licence and passport details arrive filled in, including things the form does not show. |
How to use
Configuration
The only thing to set up in advance is the list of licence categories staff can pick from. From the main menu open Customers, then click the License Types tile. The screen lists the categories your company uses, with a pencil icon and a trash-can icon at the end of each row.
- Click New License type.
- Type the category in Code — one entry per category, so B, BE and C are three separate rows.
- Press Save.
Every new company starts with five already made: B, C, CE, AM and BE. Add whatever else you rent against. A blank code is refused with Code is empty, and a code you already have is refused with Already exists. — the check is per company, so another RentVisie customer having the same code makes no difference.
Deleting a category from this screen does not take it off the customers who already carry it, so tidy the list rarely and add to it freely.
Before you start: filling in the Identification tab needs a normal staff account. The License Types list is reachable by staff too, but treat it as an administrator's job — everybody in your company picks from the same list.
Using the Identification tab
From the main menu open Customers, then click the Customers tile. Find the person on the list headed Customer, click their row, and click the Identification tab.
- On the Drivers license block, stay on the Core sub-tab and type the licence Number exactly as printed. Get this one right — it is the only field the blacklist compares.
- Type the Issuer — the authority that issued the licence.
- Fill in Date of issuance and Date of expiration from the licence.
- Pick the categories in License type. You can tick more than one, so a customer with a car-and-trailer licence gets both B and BE.
- Set Validated? to yes once a colleague has seen the physical document, and put the date you want to re-check it in Validated until, which appears when you do.
- Click the Images sub-tab. Click New Drivers license image, choose Front or Back under Drivers license side, click Upload image, and press Save on that small window. Repeat for the other side. The list shows None until the first picture is in.
- Scroll to Passport / ID-card and fill in its Number, Issuer, Date of issuance and Date of expiration if you are taking a second document.
- Fill in National identification number if your country uses one.
- Press Save at the top right of the customer form.
Skim the table below once; you will come back to particular rows as they come up:
| Field | Default | What it does | What it will accept |
|---|---|---|---|
| Number (licence) | empty | The only field the blacklist matches on | Any text up to 200 characters; matched exactly, so a stray space breaks it |
| Issuer (licence) | empty | Recorded for your own reference | Any text up to 200 characters |
| Date of issuance / Date of expiration | empty | Recorded and shown; nothing blocks a rental on them | Any date, including one in the past |
| License type | none ticked | The categories on this licence | Any number of the codes on your License Types list |
| Validated? | no | Your own note that the document was seen | Yes or no |
| Validated until | today's date | The date you mean to re-check | Any date; shown only when Validated? is yes |
| Drivers license side | Front | Which face this picture shows | Front or Back |
| Number, Issuer and the two dates on Passport / ID-card | empty | The second document's details | Same as the licence fields above |
Key details
Pictures save on their own. The small window you upload a picture in has its own Save, and pressing it stores the picture straight away — before you have pressed Save on the customer form, and whether or not you press it afterwards. Its Cancel throws away only that one picture.
The trash-can removes a picture immediately. There is no Are you sure? on it and no way to get the picture back, so check you have the right row before clicking.
Validated until starts on today's date. A brand-new licence record already carries today, so the moment you set Validated? to yes it reads as validated until this afternoon. Put a real date in it or the field tells the next colleague nothing.
A Belgian identity card can fill most of this for you. On the customer form's Other tab, below Language, there is a plain drop area with no caption. Drop the file your card reader produces onto it and the app fills in what the card carries: First name, Last name, Date of birth, Place of birth, National identification number and the address. It fills the whole Passport / ID-card block too. The card number becomes Number, the issuing municipality becomes Issuer, and the card's validity dates become the two date boxes. Anything the card leaves blank keeps what was already there. Two things it never touches: the Drivers license block, and the customer's nationality. Nothing is stored until you press Save on the customer form.
Some passport details can only arrive from outside. The app also keeps a document type — Passport, ID card or Residence permit — and pictures of the passport, and neither appears anywhere on this tab. They are set when details come in from your website or the customer's own app. So a record can hold a residence permit and show you nothing but the numbers.
What to do next: the licence number is what matters downstream, so if this customer is about to collect a vehicle go on to Run the pickup inspection — that is where a blacklisted licence number stops the handover.
Q&A
Why did a blacklisted customer get through? The blacklist compares the licence Number and nothing else — not the name, not the date of birth, not the passport. A customer with no licence number recorded can never match, and the match is exact, so a number typed with a space or a dash in the wrong place slips past. Check the number on the Core sub-tab against the physical licence.
Why does nothing happen when a licence has expired? Nothing in the app compares Date of expiration against today or against the rental dates. Expired or not, the booking is made and the vehicle is handed over. If expiry matters to your company, make checking it part of the counter routine — the app will not do it for you.
I dropped the card file and nothing appeared. The drop area only understands the file a Belgian identity card reader produces. Anything else — a photograph, a scan, a PDF — is ignored without a message. Type the details in by hand instead.
The card filled in the passport block but left the driving licence empty. That is what it does: an identity card carries no driving-licence data, so the Drivers license block is never touched. Fill it in yourself from the physical licence.
Where do I record which type of document this is? You cannot from this tab. The Passport / ID-card block takes a number, an issuer and two dates and nothing else, so note anything else in Notes on the main part of the customer form.
A category I need is not in the License type list. Somebody has to add it once for the whole company. From the main menu open Customers, then License Types, click New License type, and type the code.
Can I delete a picture I uploaded to the wrong customer? Yes — the trash-can icon at the end of its row on the Images sub-tab, and it goes at once. There is no undo, so upload it again to the right customer afterwards.
Related pages: Create a customer record for the rest of the customer form, and Record a customer's address for the address block the identity card also writes to.