Introduction
Not everyone at your company should be able to lower what a customer pays. RentVisie decides this in two layers, and both have to allow a change before it goes through:
- The kind of account. Every account is an ordinary employee account, a company administrator account or a super administrator account. Only the two administrator kinds get the Discount and Overrides buttons on a booking, and only they can change price lists and other price settings.
- The security profile. Every account carries one profile, and a profile has four switches on its Operation tab: Override price, General discount, Advanced discount and Distance (Create / Delete). They narrow down what a company administrator may do on those two booking screens.
You will use this page when:
- you want your branch managers to give money off, but not type in their own prices
- a colleague pressed Add Discount and got a pop-up headed No access to this feature
- the Base price box on a price popup is greyed out and cannot be typed in
- the Discount button is missing on one booking but present on another
- you are checking, before an audit, who can currently reduce a price
| The screen says | It means |
|---|---|
| Security profile | A named set of rights, shared by everyone it is given to |
| Operation | The tab holding the four price and discount switches |
| Override price | Typing a different price into a line of the booking |
| General discount | Money off the whole booking |
| Advanced discount | Money off one part of the price, such as the rental rate or the insurance |
| Distance | Lines that charge for kilometres over the allowance |
Setting up accounts and profiles from scratch is on Add an employee and set their permissions. This page explains what each right controls when it comes to money, and what a person sees when a right is missing.
How to use
Configuration
The four switches live on the security profile. To change them:
- From the main menu, open Admin, then Security. The screen is headed Security Dashboard.
- Click the Security Profile tile. The Security Profile Overview lists your profiles with Name and Default.
- Click the profile's row, or the pencil icon at the end of it. The Edit Security Profile screen opens on the Operation tab.
- Set each switch to yes or no, then click Save. Cancel or Back leaves the profile as it was.
| Switch | Starts as | Allows, on a booking or quote |
|---|---|---|
| Override price | On | The pencil icon beside Base on Overrides, and typing in Base price and Max price on the insurance, mileage package and extras popups, and in base price on an existing distance line |
| General discount | On | Add General Discount, editing it and deleting it |
| Advanced discount | On | Add Discount on any line, Override all, editing or deleting those discounts, and Reset |
| Distance (Create / Delete) | On | Add manually and the delete icon in the Distance section of Overrides |
The change counts from the next click. The person does not need to sign out, and nothing already on a booking is touched: discounts and prices they entered earlier stay.
A profile is shared. Everyone on Default — which is every new account — gets what you set on Default. To restrict one person only, give them their own profile with the Custom switch on their security screen, as Add an employee and set their permissions describes.
Before you start: only a super administrator account sees Admin → Security. The switches only work when your RentVisie subscription includes User roles & rights; without it, every company administrator may make every change, whatever the switches say. If the Security Profile Overview is empty, ask RentVisie support whether the feature is on for your company.
Using the price rights
To see which buttons someone has, open the booking the way they would: from the main menu open Bookings, click the booking's row, and look at the buttons at the top. The same buttons sit on a quote.
What each kind of account may change:
| Change | Ordinary employee | Company administrator | Super administrator |
|---|---|---|---|
| Discounts on a booking (Discount) | No — the button is not there | Yes, if General discount / Advanced discount allow | Yes, always |
| Prices on a booking (Overrides) | No — the button is not there | Yes, if Override price / Distance (Create / Delete) allow | Yes, always |
| The deposit (Change deposit on Overrides) | No | Yes — no switch controls it | Yes |
| Which price list a booking uses (Pricelist on Overrides) | No | Yes — no switch controls it | Yes |
| Price lists, promotion codes, last-minute deals | No | Yes | Yes |
| A customer's standing discount | No | Yes | Yes |
A super administrator has a profile of their own that does not appear in the Security Profile Overview, so nobody can switch its rights off.
For the steps on the booking screens themselves, see Adjust the price on a booking. For price lists, see Set up a price list; for a customer's standing discount, see Set a customer's payment and invoicing terms.
Key details
What a refusal looks like. There are three kinds, and only one of them says anything:
| What the person sees | Why |
|---|---|
| A pop-up headed No access to this feature, saying Your account doesn't have permission to do this. Ask your company admin to grant you access., with a Close button | A company administrator pressed a discount, Reset, the Base pencil icon or a Distance button their profile does not allow. Nothing was changed |
| Base price, Max price or base price greyed out on a price popup | Override price is off. The popup opens normally; the price boxes simply cannot be typed in. No message |
| No Discount or Overrides button at all | The account is an ordinary employee account. No message |
A delete icon that asks Are you sure? asks first and checks afterwards, so the person can confirm and still get No access to this feature. The discount stays.
Worked example. Kim is a company administrator who runs the Utrecht branch. You put her on a profile called Branch managers with General discount on and Override price and Advanced discount off. A customer rents a van for 4 days at €55 a day (€220) with insurance at €12 a day (€48): €268 excluding VAT.
- Kim gives 10% off the whole booking with Add General Discount. It is allowed: the total drops by €26.80 to €241.20.
- She then tries Add Discount on the insurance line to make it free. The pop-up No access to this feature appears and the insurance stays at €48.
- On Overrides she opens the insurance line's pencil icon. Base price is greyed out, so she cannot type €0 there either.
- She can still use Change deposit, because no switch covers the deposit.
Distance lines are split across two switches. Adding or deleting a distance line needs Distance (Create / Delete). Changing the price on a distance line that already exists needs Override price; a line just added with Add manually can be priced straight away.
What to do next: once the profiles are set, ask one colleague on each profile to try a discount on a test booking, so any unexpected refusal turns up before a customer is waiting.
Q&A
Why can a colleague still give any discount after I switched everything off? Either they are a super administrator, whose rights cannot be switched off, or your subscription does not include User roles & rights, so the switches are ignored. Or you changed a different profile from the one they are on: open Employees Security on the Security Dashboard and check the Security Profile column on their row.
I switched a right off for one person and the whole team lost it. Why? You changed a shared profile, most likely Default. Switch it back on, then give that person a profile of their own — see Add an employee and set their permissions.
Why is the Discount button missing on an older booking but there on a new one? The Discount button only appears on bookings created after the discount screen was introduced in RentVisie. Older bookings can only be changed on Overrides. This has nothing to do with the security profile.
A colleague cannot type in Base price, but nobody sees an error. What is wrong? Override price is off on their profile. Switch it on in Admin → Security → Security Profile, or ask a colleague whose profile allows it to change the price.
A colleague can change the deposit even though Override price is off. Is that right? Yes. Change deposit, the Pricelist choice and adding or removing extras on the booking are not covered by any of the four switches. Anyone who can open Overrides can use them.
An ordinary employee needs to give a discount. What do I do? The switches cannot give it to them; the Discount screen needs a company administrator account. Either a company administrator makes the change, or the account is changed to a company administrator, which RentVisie support does — see Add an employee and set their permissions.
Does taking a right away undo the discounts someone already gave? No. Their earlier discounts and prices stay on the bookings. To remove one, open the booking's Discount screen and use the delete icon on that row, as Adjust the price on a booking explains.
Related pages:
- Add an employee and set their permissions — creating accounts and profiles, and giving someone a profile of their own
- Adjust the price on a booking — the Discount and Overrides screens step by step
- Set up a price list — the prices a booking starts from
- Set a customer's payment and invoicing terms — a customer's standing discount