Introduction
Signing in tells RentVisie who you are. The screen is headed Sign in, with Welcome back to RentVisie! underneath, and below that sit two boxes, Username and Password, and one Sign in button. The account you sign in with decides what you see afterwards: which bookings you can open, which vehicles you can see and which buttons you are allowed to press. It is the first thing to get right at the start of a shift.
You will come to this screen when:
- you start your shift and the browser is showing the sign-in screen
- the desk computer is shared and a colleague signed out before going home
- you have been sitting idle and the app has signed you out
- someone else's session was left open and you need the app to know it is now you
- you are working from a different computer, at another location or from home
Every way into the app passes through the Sign in screen. There is no second route and no separate address for staff, so the steps below are the whole of it.
Words this screen uses
| The screen says | It means |
|---|---|
| Username | Your work email address |
| Security profile | The set of rights your administrator has given you |
| Location | One of your company's pickup and return points |
How to use
Configuration
There is nothing to set up on the sign-in screen itself. Everything that decides whether you can get in, and what you see once you are in, is set up beforehand by a company administrator. If you are that administrator and have never done it, this is the order:
- Create the account. From the main menu, open Admin → Company details and scroll to the Employees list. Click New employee for an ordinary account, or New admin for someone who will manage other people's accounts. Fill in Full name, Email, New password and Confirm password, and click Save. The email you type becomes the person's user name.
- Hand over the password. The app sends no email. Tell the new colleague the password you typed, in person or by phone, and ask them to change it the first time they sign in.
- Check the security profile. Every account has one profile, which carries the person's rights and the list of locations they may work in. An account saved without one is put on Default, which covers every location. With the paid add-on User roles & rights on your plan, the edit form has a Security profile field where you pick another one.
- Check the locations. Take a location off the person's profile only if they must not work there. Every location you create or save is added back to every profile.
How to do each step in detail, and how to block or delete an account later, is on Add an employee and set their permissions. Three more pages cover the rest:
| To find out | See |
|---|---|
| Which menu items each role gets | Set what your staff see in RV Control and the menus |
| How many user accounts your plan is meant for | Check your company record, plan and limits |
| How to set up the locations themselves | Set up your pickup and return locations |
Before you start: your administrator must already have created your account and given you a first password — you cannot create one yourself. You need no special rights to sign in; what you are allowed to do afterwards is a separate matter, covered under Key details below.
Using the sign-in screen
Open your browser and go to your company's RentVisie web address. You land straight on the Sign in screen. If you are looking at anything else, you are already signed in as somebody.
- In Username, type your work email address in full, including the part after the @ sign.
- In Password, type your password. The text stays hidden as you type; there is no button to reveal it, so if you lose your place, clear the box and start again.
- Click Sign in.
What happens next. Spaces typed before or after the user name or the password are ignored. If either box is empty, clicking Sign in does nothing at all — no message appears. If the two do not match an active account, a message says Login failed. Please check your credentials. and you stay on the sign-in screen. When it works, the menu appears and your daily overview opens.
For example, Kim starts at Jansen Verhuur on Monday. Her administrator created her account with the email kim.devries@jansenverhuur.nl and told her the first password by phone. Kim types that full address in Username — not "Kim", not "kdevries" — types the password, clicks Sign in, and lands on her daily overview. Her first job is to change the password to one only she knows.
Signing out. Click Logout at the bottom of the main menu. Do this before you leave a shared desk computer, so the next person does not work under your name.
You are done when the menu appears and your own overview opens.
Key details
Your user name is your work email address, and only that. When your administrator creates your account they type your email once, and the app uses it as the name you sign in with — not a nickname, a short form or your full name. Two people can never share one email address, so your user name is always yours alone.
The menu shows only the areas your role is allowed to open. Once you are in, the main menu lists Operational, Kanban, Scheduler, Bookings, Assets, Customers, Financials, Dashboards, Release notes and, for administrators, Admin, which holds Company details, Product design, Assets, Pricing, Self service, Communicator, Settings and more. You will not see all of them. An area your role does not cover is not greyed out — it is simply not in your menu, so there is nothing to click and nothing to explain why. The full list per role is on Set what your staff see in RV Control and the menus.
Roles also change what you find behind Assets, so two people looking for the same screen can find different tiles:
| Your role | Where you find it | What it holds |
|---|---|---|
| Desk and garage staff | Main menu Assets | Dirty, Track and Trace, Damage mgt, Maintenance log, Maintenance, Maintenance scheduler |
| Fleet administrator | Main menu Assets, and also Admin → Assets | All of those, and under Admin → Assets also Tags, Make and Models, Checklists, Damage Templates, Insurances, Emergency Contacts, Devices |
You can normally work in every location your company has. Each account is attached to one security profile, and that profile carries a list of locations. A new company starts with a profile called Default that covers every location it has, and every new location that gets created afterwards is added to every profile automatically — so the usual state is that you can work everywhere. Narrowing that list is something an administrator has to do deliberately, by taking locations off your profile. You cannot see or change your own profile, so if you are unsure which locations you are assigned to, your administrator is the person to ask.
The first time you sign in, most overview tiles are already switched on. A handful start off and are yours to turn on whenever you want — see Change which tiles your dashboard shows for the full list, and Check your daily overview for what each tile counts.
Where you land, and where your own account lives. Signing in puts you straight on your daily overview — the screen headed Operational manager — so the first thing you see is the day's pickups, returns and anything already late. That screen also has its own entry in the main menu, Operational, so you can get back to it from anywhere without signing out. Your own account sits somewhere else entirely: click your name in the top corner of the screen to open your details, where Name, Full name and Email are shown and the Change password button lives. Nobody else can open that screen for you, and you cannot open a colleague's.
What to do next: change the password your administrator gave you to one only you know — see the Q&A below for where. After that, work through your daily overview, starting with the pickups.
Q&A
Why does the app say Login failed even though the password is definitely right? Your account has probably been switched off. An administrator can set an account to inactive or block it, usually when someone leaves or changes job, and neither state gives you a different message at the sign-in screen. Ask your administrator to check your account on the Employees list before you try a fifth time.
How do I get back in when I have forgotten my password? You cannot reset your own password from the sign-in screen. There is no "forgotten password" link on it and no email is sent. The only route is to ask your administrator, who sets a new password on your account and tells you what it is. You then change it to something private yourself, as below.
How do I change my password? Click your name in the top corner of the screen and open your own details, then click Change password, fill in New password and Confirm password and press Save. The two must match, or you get Passwords need to match, and neither can be left empty, or you get Password required. When it works you see Password updated! and the screen closes.
Why does sign-in still want my old email address after I changed it on my details? Your own details screen shows three separate boxes — Name, Full name and Email — and Name is the one you sign in with. Editing Email on that screen does not move the new address across to Name. Ask your administrator to save your account from the employee screen; that is what brings the two back into line.
Why does a button do nothing, or show a pop-up headed No access to this feature? The pop-up reads "Your account doesn't have permission to do this. Ask your company admin to grant you access." and has one button, Close. Some rights — changing an amount by hand is the usual one — are switched on and off per person, and the app does not warn you in advance. Closing the pop-up loses nothing; ask your administrator to add the right.
Why can't I find a menu item a colleague uses? Your role does not include it, so it is left out of your menu rather than greyed out. Ask your administrator; the list per role is on Set what your staff see in RV Control and the menus.
Why can't I pick a location that a colleague can? It has been taken off your security profile. Ask your administrator to add it back — see Add an employee and set their permissions.