Introduction
All through the app you pick from short lists rather than typing: the country on an address, the make and model of a car, the category on a driving licence. There is no single screen for these lists. Each sits on the tile page closest to where it is used, and some are kept by RentVisie support rather than by your company.
This page shows where each list lives, who changes it, and what a change does to existing records.
You come here when:
- a country, or the make of a car you just bought, is missing from a list;
- you start renting something new, such as boats or bicycles, next to your cars;
- the phone code on new customers keeps coming out wrong;
- amounts in your emails come out as 1250.5 when you wanted 1.250,50;
Where each list lives. Skim this table once and come back to a row when you need it:
| List | Where to find it | Who can change it | Full instructions |
|---|---|---|---|
| Kinds of thing you rent (Asset type(s)) | Admin > Settings > Asset Settings tile | Company administrator | This page, then Change which fields your vehicle records show |
| Makes and models | Admin > Assets > Make and Models tile | Company administrator | This page |
| Licence categories | Customers > License Types tile | Company administrator | Record a customer's driving licence and passport |
| Bank codes | Customers > BICs tile | Ordinary staff account | Set a customer's payment and invoicing terms |
| Countries and dial codes | No screen for you | RentVisie support | This page |
| Number formats | No screen for you; you pick one per email template | RentVisie support | This page |
| Names of the two booking dates | Asset Settings tile, Dates Settings tab | Company administrator | Set up the booking widget on your website |
| Vehicle classes and their categories | Admin > Product design | Company administrator | Set up your vehicle classes |
| Add-on categories | Admin > Product design > Option categories | Company administrator | Set up add-ons and decide what they cost |
| Sales channels | Admin > Product design > Channels | Company administrator | Handle bookings that come from other systems |
| Tags | Admin > Product design > Tags | Company administrator | Add tags to vehicles and vehicle classes |
| Damage categories and other claim lists | Assets > Damage mgt | Company administrator | Set up the lists a damage claim uses |
| Cost categories and suppliers | Financials, under Costs | Company administrator | Record what a vehicle costs you |
| Kinds of maintenance work | Admin > Assets > Maintenance items | Company administrator | Record the maintenance work done on a vehicle |
Use this page to find the list; use the linked page to work on it.
How to use
Configuration
Nothing needs switching on. One setting shapes every new customer: the Default Country under Admin > Settings > Operational. It fills the dial code, nationality and address country of new customers. See Set up how your company runs day to day.
Before you start: this page uses three tiers. RentVisie support looks after the lists shared by every company that uses the app: countries, number formats and what each kind of asset can have. A company administrator (the Company admin role) looks after almost everything else; the screens under the Admin menu need that role. An ordinary staff account picks from the lists. It can open License Types, but cannot add to it or change it.
Using the reference lists
1. Choose the kinds of thing you rent (the app calls them asset types). From the main menu, open Admin, then Settings, then click the Asset Settings tile. Click the pencil icon beside Asset type(s). In the window headed Select Asset Type(s), tick every kind you rent and click Save. At least one must stay ticked (Please select at least one asset type.). Unticking a kind deletes its display profiles, after you confirm.
Each kind allows a fixed set of boxes, set by RentVisie support:
| Kind | Damage | Mileage and fuel | Key box | Make and model |
|---|---|---|---|---|
| Vehicle, Scooter | Yes | Yes | Yes | Yes |
| Boat | Yes | Yes | Yes | No |
| House | Yes | No | No | No |
| Bicycle, Equipment, Other | No | No | No | No |
2. Add a licence category. Open Customers, click the License Types tile, click New License type, type the Code (for example C1) and press Save.
3. Keep your makes and models. From the main menu, open Admin, then Assets, then click the Make and Models tile. The screen is headed Models. It has one row per model, with Make and Model columns. Above the table:
| Button | What it does |
|---|---|
| New Make | Opens Edit Make with one box, name. Type the make and press Save |
| Makes | Opens the list of makes, with a pencil and a bin icon on each row |
| New Model | Opens Edit Model: pick the Make, type the Name, optionally pick a Damage template |
| Import list | Asks Are you sure?, then adds the makes and models from RentVisie's list that you do not have yet |
| Clean list | Asks Are you sure?, then deletes every make and model your company has |
4. Countries and dial codes. You have no screen for these. The countries list is shared by every company that uses the app, and RentVisie support keeps it. It feeds addresses, Nationality and Dial code on the customer form, and your Default Country.
5. Date and number formats. There is no company-wide date format. The names of the two booking dates on your website are set on the Dates Settings tab. Date of birth on the customer form and in the customer portal is typed month first: 03/04/1990 is 4 March.
Number formats apply only to amounts in emails. You pick one in the Number format box of each email template, from eight formats kept by RentVisie support. The template explains the separators: Decimal and thousands separators will match the Customer's language, then Company language, then Current User language (in order of priority). For a Dutch customer, an amount of 1250.50 comes out like this:
| Format | Prints as |
|---|---|
| Up to 2 decimal places + thousands separator. | 1.250,5 |
| At least 1 digit before decimal, 2 after. | 1.250,50 |
For money, choose At least 1 digit before decimal, 2 after. See Set up the emails the app sends by itself.
Key details
What updates by itself after a change. Most records point at a list entry rather than copying it, so a change shows everywhere at once. The exceptions:
| You change | Follows automatically | Stays as it was |
|---|---|---|
| A make or model's name | Every vehicle using it shows the new name | Documents already sent |
| A display profile under Asset Settings | Every vehicle using that profile | — |
| A country's dial code (by support) | New customers | The Dial code already on existing customers. It is stored on the customer |
| Dates Settings names | Booking widgets made after the change | Widgets that already exist |
| A deleted make or model | — | Vehicles lose their make or model. The box goes empty |
| A deleted licence category | — | Customers keep the category they had |
Moving everything to a new profile is a support job. RentVisie support can put one display profile and one kind on every item your company rents, from its own screen. It does not stop at items of one kind, and its count, {number} Assets has been updated., includes each vehicle twice. Example: 30 cars and 12 trailers. All 42 change, the message reads 72 Assets has been updated., and the trailers now carry the cars' kind and profile until someone sets them back one by one.
What to do next: in a new company, choose your kinds of asset, import your makes and models, then add vehicles. See Add a vehicle to your fleet.
Q&A
Why do some vehicles suddenly have no make or model, and refuse to save? The make or model they used was deleted, or someone pressed Clean list. Deleting empties that box on every vehicle that used it, with no undo. Saving the vehicle is then refused with Make is empty or Model is empty. Add the make and model back with Import list or New Model, then set them again on each vehicle from its record.
Why did Import list not add a model I know exists? It skips any model whose name you already have, even under a different make. It also never changes or deletes what you already have. Add the missing one with New Model.
Why can't I add a licence category? An ordinary staff account can see the License Types list, but it cannot add to it or change it. Ask a company administrator.
Why is a country missing when I fill in an address or a nationality? The countries list is shared by every company, and only RentVisie support can add to it. Ask them to add the country or correct its dial code.
Why does an existing customer still have the old dial code after the country was corrected? The dial code is copied onto the customer when the record is made. Open the customer and correct Dial code by hand. See Create a customer record.
Why is a customer's date of birth months out? Date of birth is typed month first. Retype it as month, day, year.
Why do amounts in an email show as 1250.5 or 1.250,5? The template has no number format, or an "up to 2 decimal places" format. Choose At least 1 digit before decimal, 2 after. in the template's Number format box and press Save.
Why can't I find a screen to add a new number format or a new kind of asset? Both lists are shared by every company, and only RentVisie support can change them. Ask RentVisie support.
Related pages:
- Change which fields your vehicle records show: when a kind of asset needs different boxes.
- Set up the damage diagrams for your vehicles: when a model needs a damage template.
- Set up how your company runs day to day: to set your Default Country.