Introduction
Behind everything you do in RentVisie sits one company record: your company's name and number, its time zone and language, how many vehicles and users your account is meant for, and which plan and paid extras you have. You see it on the screen headed Company, opened from Admin → Company details. At the top it shows Company followed by your company name, with your company number in brackets after it. Beside that is the Employees list, and at the bottom a line that says whether Allow self service is on.
Most of this record is set up by RentVisie support when your account is opened, and only they can change it. This page tells you what each part does, where you notice it in daily work, and what to ask for when something needs to change.
You come here when:
- A colleague asks why the pickup times in customer emails are an hour out.
- Your company has changed its name and you want every screen and document to follow.
- You are about to add a batch of new vehicles or colleagues and wonder whether your account allows it.
- A screen tells you Upgrade required or suggests you upgrade your package.
- You want to know which plan you are on before talking to RentVisie about prices.
Terms used on this screen
| The screen or this page says | It means |
|---|---|
| Company | Your account with RentVisie as a whole, not one trading name. Trading names are called branches. |
| Company number | The number in brackets after your company name. RentVisie uses it to recognise your account. |
| Plan | The package you bought from RentVisie, such as Starter, Standard or Professional |
| Paid add-on | An extra, such as User roles & rights, that RentVisie switches on for your account |
Use this page to understand and check your account. To change what prints on your documents, go to Put your logo, company details and terms on your documents instead.
How to use
Configuration
There is nothing for you to set up here. The company name, time zone, language, vehicle and user limits, plan and paid add-ons are all entered by RentVisie support, on a screen only they can open. To change any of them, contact RentVisie support and give them your company number.
Before you start: Admin → Company details is only in the menu for a company administrator. If you do not see it, ask a colleague who is one. Even a company administrator can only read the company record: the name, time zone, language, limits, plan and Allow self service are all changed by RentVisie support.
Using the company record
- From the main menu open Admin, then click Company details. The screen headed Company opens.
- Check your company name and number. The line under the heading reads, for example, Company Jansen Verhuur (412). Write the number down: it is the quickest way for RentVisie support to find your account.
- Look at the Employees list on the right. This is where you add, block and delete colleagues' accounts. How to do that is on Add an employee and set their permissions. Count the rows if you are checking your user limit (see Key details).
- Check Allow self service at the bottom of the screen. It shows Yes or No and you cannot change it here. When it says Yes, bookings made online with an automatic pickup time are handed over by the app by itself at that time, without anyone at the desk. When it says No, that never happens and your staff hand over every vehicle. New accounts start with No. See Set up key box handover for the handover itself.
- To change anything you have seen, contact RentVisie support.
Key details
Your company time zone. The app uses it for four things:
- counting the rental hours when it calculates a price
- deciding whether a last-minute deal has started (see Set up a last-minute deal)
- writing pickup and return times into automated customer emails (see Set up the emails the app sends by itself)
- reading the times on bookings imported from a spreadsheet
A wrong time zone shows up as times that are always one or more hours out.
Your company language. This is the language you write your own texts in: vehicle descriptions, FAQs, website texts. A website visitor who asks for that language sees your texts as written; a visitor in another language sees your translations. See Translate your website texts into other languages.
New colleagues inherit both. Each new employee account starts with the company's language and time zone. After that, every person has their own Language and Time zone on their edit form, so changing the company settings later does not change existing accounts.
Renaming your company. The company name on this screen is the name of your account with RentVisie. It is not what customers see. Your documents, emails and letterhead use the name of the branch, which you can change yourself: see Put your logo, company details and terms on your documents. If your legal company name has changed, change the branch name yourself and ask RentVisie support to rename the account.
Vehicle and user limits. Your account has a vehicle limit and a user limit that match your plan. A new account starts at 100 vehicles and 5 users. The app does not stop you going over either one: you can still add the next vehicle or colleague. RentVisie keeps an overview of accounts that are over their limit.
- Only vehicles with Active switched on count towards the vehicle limit.
- Every employee account counts towards the user limit, including blocked and inactive ones. Only deleting an account lowers the count.
For example, Jansen Verhuur has a limit of 100 vehicles and 5 users. With 100 active vehicles it is within its limit; add one more active van and it has 101, one over. The same company has 6 employee accounts, one of them blocked for a colleague who left. It is still one over its user limit, because the blocked account counts. Deleting that account brings it back to 5, exactly on the limit, which is allowed.
Your plan and its status. Your account is on one plan: Starter, Standard, Professional, Premium, Enterprise, Custom, Trial or Temp. It has a start and an end date and a status of Active, Expired or Suspended. None of this is shown anywhere you can open. Ask RentVisie support which plan you are on and when it ends.
Paid add-ons. RentVisie keeps a list of extras per plan, such as Peppol, KeyCafe, Planning board, Maintenance planner, RDW integration and User roles & rights. User roles & rights is the only one you can see having an effect:
| User roles & rights | What you see |
|---|---|
| On your plan | Each employee's edit form has a Security profile field, and the app checks each person's rights before they change a price or give a discount |
| Not on your plan | There is no Security profile field, and every colleague may change prices and give discounts |
The other add-ons are recorded on your plan, but the screens they belong to open the same whether or not they are on it.
The upgrade-required screen. It is a small window with a lock icon, headed Upgrade required, which says No access to this feature, This feature isn't enabled on your plan. and Please contact RentVisie support to assist. It has one button, Close. Closing it changes nothing. It is only a message: to get the feature, contact RentVisie support. Separately, the Dashboards screen always carries the line Upgrade your package for more dashboards. under its title; it appears for every plan and does not mean anything is blocked.
What to do next: if you came here to change what customers see, go to Put your logo, company details and terms on your documents. If you came to add or remove colleagues, go to Add an employee and set their permissions. For a new trading name, see Set up your branches; for your default booking times and fleet set-up, see operational settings.
Q&A
Why can every colleague give discounts, even though I set limits on their security profile? Those limits are only checked when User roles & rights is on your plan. Without it, the app lets everyone change prices and give discounts, whatever their profile says. Ask RentVisie support to add it. See Add an employee and set their permissions for setting the rights once it is on.
Why are the pickup and return times in customer emails one hour out? The company time zone is probably wrong. Ask RentVisie support to check it. If the times are only wrong for one colleague, check that person's own Time zone on their edit form under Admin → Company details.
Why is there no Security profile field when I edit a colleague? That field only appears when User roles & rights is on your plan. Ask RentVisie support.
Why does a colleague who joined recently see the app in a different language from the rest of us? Every new account starts in the company language, but each person's Language can be changed on their edit form. Open Admin → Company details, click the edit icon on their row in Employees, and set Language.
We changed our company name. Why do our invoices still show the old one? Invoices use the branch name, not the company name. Change it on the branch: see Put your logo, company details and terms on your documents. Documents already made keep the old name.
Why can I not change Allow self service, the company name or the time zone? They are read-only for everyone in your company. RentVisie support changes them.
Why did the app let me add a sixth colleague when our plan has five users? The limits are not enforced by the app. Your account is simply over its limit, and RentVisie can see that. Delete accounts you no longer need, or ask RentVisie support about a larger plan.
I saw an Upgrade required window. What do I do? Click Close and contact RentVisie support, telling them which screen you were on. The window does not change or delete anything.
Is Bookings → Subscription my RentVisie subscription? No. That menu item lists your customers' long-term rentals (leases). See Invoice and extend a running lease. Your own RentVisie plan is not shown in the app.
Where do I see my plan, its price or its end date? Nowhere in the app. Ask RentVisie support.