New cars into the fleet: fit-out parts, Go Live and QR labels
Bring a new car or machine into the fleet in one record: model, serial, plate, depot and the parts fitted to it. Go Live makes the fleet vehicle and the bookable item at once. Print a QR label so staff open the car with one scan.
PLANSEvery plan
The problem it solves
- A new car waits a week in the yard because the tracker, dashcam and branding were never logged.
- Fit-out parts leave the store and no one can say which car they went into.
- Three people type the same car into fleet, stock and the booking system, each a little differently.
- Staff search for a car by plate at the yard when it could open with one scan.
How it works
- Open Rental > Vehicles > Items > Onboarding > New. Fill the name, Kind, Car Model Product, serial, model, plate, VIN, year, colour, depot, class and Hire. The Car Model Product is a stock product tracked by serial; type a new name to make one.
- List the parts on the Fit-Out tab (trackers, dashcams, branding, tyres). Start Fit-Out issues them from the depot's stock on a Parts Issue transfer.
- Tick Fitted as each is done. When the parts issue is done, press Ready.
- Press Go Live: the serial goes into the depot's yard and the fleet vehicle is made (for vehicles with a model). The bookable item is made, ready to book.
- Open the item and use Print > QR Label. Staff scan it with the Staff app to open the car.
Everything it does
The onboarding record
- Name, Kind (Vehicle or Equipment), Car Model Product, Serial / Fleet Number, Model, plate, Chassis / VIN, Year, Colour, Depot, Class, Hire
- States: Draft, Fitting Out, Ready, Live, Cancelled
- Only a product tracked by serial can go live; a new name typed here is set up that way
Fit-out
- Parts with quantity, a note and Fitted
- Start Fit-Out issues the parts from the depot's warehouse on one transfer (Parts Issue)
- Ready only once that transfer is done
- Needs the depot's warehouse to be set
Go Live
- From Ready, or straight from Draft for a car with nothing to fit
- Finds or makes the serial and puts it in the depot's yard
- Makes the fleet vehicle with plate, VIN, year and colour when the kind is Vehicle and a model is chosen
- Makes the rentable item with the serial as its code, ready and in the yard
- The Made tab and the Item button show what was made
- Cancel only while Draft or Fitting Out; a parts issue not yet done is cancelled with it
QR labels
- Print > QR Label on an item: a label with the QR of the item's code
- The Staff app's Vehicles screen scans it to open the car; a plate works too
Who uses it
Fleet or Rent ManagerOpens the onboarding, lists the fit-out parts and puts the car live.
Store keeperIssues the fit-out parts on the Parts Issue transfer.
Yard staffSticks the QR label on and scans it with the Staff app.
Where you use it
- Web: Rental > Vehicles > Items > Onboarding; Print > QR Label on each item
- The SmartMy Rental Staff app: scan the QR label to open the car (built and in testing, not in the app stores yet)
- Not on onboarding: the car's papers and its fixed asset; add papers on the item after Go Live
What you control
Settings
- The depot's warehouse: needed to issue parts
- Car Model Product: a stock product tracked by serial number
Notifications
- No message of its own
Questions
Do we have to fit parts before a car goes live?
No. Go Live works straight from Draft for a car with nothing to fit.Where do the fit-out parts come from?
From the depot's stock. Start Fit-Out makes one Parts Issue transfer for all the parts, so the store sees what left and for which car.Does it make the fleet vehicle too?
Yes, for kind Vehicle with a model chosen. Go Live makes the fleet vehicle with plate, VIN, year and colour, and links it to the bookable item.What is on the QR label?
The item's code as a QR. The Staff app scans it and opens that car.Related features
FLEET AND DEPOTSVehicles and machines in classes, self-drive or with driverEvery car, van or machine is its own bookable item, grouped in classes your customers recognise. Each item says whether it goes out self-drive, with your driver or operator, or both, and what a driver needs to hire it.FLEET AND DEPOTSDepots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.FLEET AND DEPOTSVehicle papers with expiry datesKeep the registration, insurance, permits, fitness and other papers of every car and machine with their numbers, dates and files. The depot manager is reminded before each one expires, and an expired paper stops the car going out.CUSTOMERSThe SmartMy Rental Staff app for the yardCounter and yard staff run the day from a phone. They see what goes out, comes back, is called off or overdue. They handle each car by QR scan, depot transfers and deliveries. Every handover and return check is done on the phone, with photos, readings, damage and signatures.FLEET VALUEFixed assets: register, depreciation, tax book and work in progressEach car or machine can be a fixed asset in your books. It is depreciated month by month, by time or by the hours it was out on hire. The register also keeps your other assets, a tax book for income-tax depreciation by block, and capital work in progress.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.