Beta: shortlease contracts are new in RentVisie and are released as a beta.
Introduction
During a lease the customer may get another vehicle: for good, or for a few days while their own is in the garage. The contract keeps track of which vehicle the customer had on which day. On the contract screen, the card Vehicles lists each vehicle with its dates, and has Plan swap in its top right corner; a planned swap or a replacement that is out is listed below the vehicles, with its links. The card Swap inspections below it lists every swap inspection, each with Swap document. Change vehicle sits among the buttons at the top.
You would be here because:
- the customer's van goes into the garage on Monday and they need a replacement for a week
- the customer upgrades to a bigger car from the first of next month
- a replacement came back and the customer has their own car again
- the vehicle was changed last week but nobody recorded it on the contract
Every way to change the vehicle
| Route | Use it when | Covered here |
|---|---|---|
| Plan swap, then Execute | The swap is today or later. The new vehicle is held for the customer, and both vehicles are inspected | Yes |
| Change vehicle | The change already happened (today or earlier), or a registration was wrong | Yes |
| Change asset on the booking | Avoid it on a shortlease booking: the contract takes the new vehicle over from that day, without a hold or an inspection | No, see Change the vehicle or class on a booking |
| Dragging the booking to another vehicle on the Scheduler | Refused for shortlease bookings | Under Key details |
How to use
Configuration
There is nothing to set up. Damage photos come from the damage records on each vehicle (see Record a damage on a vehicle).
Before you start: only a company administrator sees Change vehicle, Plan swap and the swap links. A contract can have one open swap at a time: planned, or a replacement out.
Using vehicle swaps
Open the contract: on the booking click Shortlease contract, or open it from the Shortlease overview (see Read a shortlease contract and its billing schedule).
Plan the swap
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On the Vehicles card, click Plan swap. The pop-up Plan vehicle swap opens.
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Choose Kind of swap:
Option Use it when What happens Definite The customer keeps the new vehicle From the swap, the contract and the booking are on the new vehicle Temporary (replacement) The customer gets their own vehicle back The booking stays on the original, which stays reserved for the customer -
Pick the New vehicle by registration and the Day of the swap (today or later, inside the contract).
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For a temporary swap, pick Original expected back on (optional).
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Add Notes if useful and click Plan swap. The swap shows on the Vehicles card as Planned, with Vehicle held from that day.
Execute the swap, on the day
- Click Execute on the planned swap. The pop-up Vehicle swap inspection opens, headed Swap: the vehicle handed in and the vehicle handed out.
- Check Day (today). For each vehicle fill in Odometer (km), Fuel (%) and Damage found.
- Tick Both vehicles checked for damage, add Notes, and click Record inspection.
The inspection appears on Swap inspections. The readings go onto the booking.
When the replacement comes back. Click Return original and record the inspection the same way; the pop-up is headed Return of the original. To keep the replacement for good instead, click Make definite. To move the expected return, click Change return date, pick Original expected back on and click Save.
Change or drop a planned swap. Move opens the plan pop-up again; Cancel asks first, then drops it and frees the new vehicle. A swap that was executed or cancelled in the meantime cannot be moved: Save says This swap is not planned any more, so it cannot be moved. Plan a new swap if one is needed.
Record a change that already happened. Click Change vehicle. In the pop-up Change vehicle, pick the Vehicle and the First day with this vehicle, and click Save. To correct the day the current vehicle started, pick that same vehicle with the right date. While a swap is planned, or a replacement is out, Save refuses: execute, move or cancel the swap first (or return the original, or make the swap definite).
Key details
The hold on the new vehicle. From the day of a planned swap, the new vehicle is held for this contract, so it cannot be booked for anything else. A definite swap holds it up to the booking's return date; a temporary one until the day after the expected return, or to the contract end when no return date was given. The hold's note says Shortlease contract # and the number. It moves with Move, Change return date and Change end date, and goes with Cancel.
The vehicle must be free. Planning, moving and Make definite check the new vehicle. When it is not free, the message names why, for example Booking 10452 uses this vehicle from 12 Jan 2027. or This vehicle is held from 3 Feb 2027.
A worked example. Contract for van AB-123-C. The van goes to the garage on 10 March. On 7 March you plan a temporary swap to van XY-456-Z from 10 March, back on 14 March. XY-456-Z is held from 10 to 15 March. On 10 March you execute: AB-123-C handed in at 41,200 km and 80% fuel, XY-456-Z handed out at 18,900 km and 100%. The Vehicles card says Replacement XY-456-Z since 10 Mar 2027, AB-123-C reserved for the customer. On 14 March you click Return original: XY-456-Z handed in at 19,450 km. Kilometres are counted per vehicle: 550 km on XY-456-Z for those days.
The swap document. Each recorded inspection gets a PDF headed Vehicle swap form, made in the background. It shows the contract, booking and customer, both vehicles' odometer, fuel and damage found, every open damage on each vehicle with its photos, and the signatures collected in the RV Control app. Swap document on the inspection opens it, or makes it first. It is also listed with the booking's documents as Vehicle Swap Form (see Find the documents the app makes for a booking).
What the Scheduler shows. A booking whose contract had more than one vehicle is drawn in parts, one per vehicle. The current part is the booking's own bar; earlier parts open the booking but cannot be dragged. Dragging a shortlease booking to another vehicle is refused: the bar jumps back, the booking keeps its vehicle, and the board says This booking is billed by a shortlease contract. Change its vehicle with a vehicle swap on the contract.
Traffic fines during a replacement are matched to the customer of the contract that had the vehicle that day. During a temporary swap, a fine on the replacement goes to this customer; a fine on the original vehicle does not, because the customer did not have it. On the day of the swap itself both vehicles count, because the app records swaps by the day. There is one exception: when the swap was executed (or the original returned) in the app on that same day, a fine on the vehicle handed in that is later than that moment no longer goes to this customer. See Charge a traffic fine to the customer.
Swaps are always done by hand. The nightly run never executes a swap. A planned swap whose day has passed shows Day passed: execute or move it.
What to do next
On the day, execute the swap with both vehicles in front of you. Then add or check damage on each vehicle as usual, and open Swap document to send or print the form.
Q&A
Why does Plan swap say "This contract already has a planned swap or a replacement out."? Only one swap can be open. Execute, move or cancel the planned one, or return the original first.
Why does Plan swap say "The day cannot be in the past."? A swap that already happened is recorded with Change vehicle, not planned.
Why does Execute say the day cannot be in the future? Execute the swap on the day it happens. Until then, leave it planned.
Why does Execute say "The new vehicle of this swap is already the contract's vehicle. Cancel the swap."? The contract already has that vehicle, for example because it was recorded with Change vehicle. Nothing was recorded. Cancel the swap.
Why does Change vehicle say "This contract has a vehicle swap planned on ..."? A planned swap records the change itself when you execute it. Execute, move or cancel that swap first. With a replacement out, the message says to return the original or make the swap definite.
Why did Change vehicle say "The date cannot be in the future: record the change on the day it happens."? Change vehicle is for changes that already happened. For a coming change, use Plan swap.
Why does the booking still show the original vehicle during a replacement? That is how a temporary swap works: the original stays reserved for the customer. The contract shows the replacement on the Vehicles card.
Why does the swap document have no damage photos? The photos come from the damage records on each vehicle. Record the damage on the vehicle (or in the RV Control app), then open Swap document again.
Why is there no swap document yet? It is made in the background just after the inspection. Click Swap document: it is made on the spot if it is not there yet.
Related pages: Record odometer readings and charge extra kilometres on a shortlease, Hold a vehicle on the Scheduler, and Charge a traffic fine to the customer.