Appearance
A day with vehicle rental
Written for the manager: the person who opens the shop, takes the bookings and gets the scooters out. Where a screen belongs to the owner alone, it says so, so you know when to ask rather than hunt.
Before the first day: put the fleet in
Vehicles → Add Vehicle.
Five things are required: brand, model, plate number, year, and the price per day. Brand and model is a search against a catalogue — type the first letters and pick. If your model is not there, choose the custom entry at the bottom and type it yourself.
Everything else waits: photos, weekly and monthly rates, mileage, who owns it. None of it stops the vehicle being bookable today.
Each vehicle carries a status — Available, Rented, Maintenance — and the fleet page is where you see the shape of your day at a glance.
Morning: what is on today
Open the Dashboard for the four numbers: active bookings, pending tasks, vehicles available, revenue this month.
Then open Tasks. That is the real to-do list of the shop and where the day is run from. On a phone it is your first tab.
A customer walks in
Bookings → New Booking.
You need a customer before you can save, and if they are new you create them right on this form — first name and phone are enough. Then the vehicle, the dates, the daily rate. A deposit is optional.
Save, and the booking exists as Pending.
Confirming it
Open the booking and press Confirm.
This is the step that matters operationally, because confirming is what creates the work:
| Task | Priority | Due |
|---|---|---|
| Clean (vehicle) for (customer) | High | Start date |
| Deliver (vehicle) to (customer) | Urgent | Start date |
| Pickup (vehicle) from (customer) | High | End date |
Each arrives with its checklist. Which tasks appear and what they are called is yours to change in Settings → Task checklists; leave it alone and you get the three above.
They are created with nobody attached, on purpose. Everyone on your team sees unclaimed work, and starting a task claims it, so two people cannot end up cleaning the same scooter. Assign one yourself when you want a specific person on it. Owners and managers also get an Unassigned filter for seeing what nobody has picked up.
A booking confirmed by a payment — a card link, or crypto — creates the same tasks. Re-confirming never duplicates them: what is already there is left alone and only the missing ones appear.
Through the day
Start moves a confirmed booking to In progress when the customer takes the vehicle. Extend changes the dates.
Terminate Early shortens a rental and keeps what it replaced. It rewrites the end date and the totals to match the shorter stay, and it remembers the originals: the booking then reads "Ended early on the 5th. Originally ran to the 12th, worth ฿2,500." That line is your answer when the customer argues about the refund a week later.
Process Return closes the rental out.
It records the actual return date, works out late days and a late fee, moves the booking to Completed or Returned late, sets the vehicle back to Available, and records how much of the deposit was kept against the fee and how much goes back.
Cancel closes things rather than deleting them. Open tasks are closed with a note saying the booking was cancelled, finished ones are left alone, and unpaid instalments are marked cancelled. An instalment already paid is never touched: it is the record that money changed hands.
Tasks, in practice
Statuses are To Do, In Progress and Done. Open a task and you get up to three buttons: Start Task, Complete Task, and Reset to Todo. Complete only lights up once every required checklist item is ticked, and ticking any item moves the task to In Progress by itself.
Filters are All, My Tasks, Today and Overdue, plus Unassigned for owners and managers. Employees see their own tasks and the unclaimed pile, which is exactly the work they are meant to pick up.
On a phone a task becomes a wizard: location, checklist, complete.
Money
Create a card payment link from the booking page and send it, or take cash and record it in your own books. The full picture — including what reconciles itself and what needs your eye — is in Getting paid.
The rest of the vehicle menu
- Partners — companies you sub-rent from or to.
- Maintenance — service records per vehicle.
- Expenses — costs per vehicle.
- Owners and Settlements — third-party owners whose vehicles you manage, and what you owe them.
Maintenance and Expenses are desktop screens. If your routine depends on them, do that part at a computer.
What a manager can and cannot do
You can create, edit and delete vehicles, expenses, maintenance, bookings, owners, partners and settlements; confirm bookings; invite and deactivate staff; and create and assign tasks.
Four things belong to the owner alone:
- Settings, all of it — payment methods, the online store, task checklists, the AI assistant.
- Roles. A manager can invite and deactivate agents and employees, but cannot create another manager or an owner, and cannot change what an existing person is.
- An agent's commission.
- Deleting a person's account. A manager can deactivate someone, which stops the login; removing the record is the owner's.
Everything else on this page, a manager can do.