Several entities in one account
Run the rental companies of your group, such as a self-drive company and a chauffeur company, in one SmartMy Rental account. Each Entity keeps its own depots, cars, orders, settings, booking page and books, and staff can work in the Entities they are allowed in.
PLANSEvery plan
The problem it solves
- Your self-drive business and your chauffeur business are separate companies, with separate invoices and GSTINs.
- The same yard team handles both fleets, and two systems mean two logins.
- Managers of one company must not see the other company's customers and rates.
How it works
- Add each company as an Entity under Administration > Users & Entities > Entities, with its address, currency, logo and time zone.
- Give each person the Entities they may work in, under Allowed Entities on the user.
- Set up each Entity's depots, cars, settings and online booking page. Leave classes, rate plans, extras and check templates empty for every Entity, or give them one.
- Pick the Entity to work in from the switcher at the top, or tick several to see them together.
- On Scale, read the financial reports with several Entities side by side or consolidated.
Everything it does
What belongs to each Entity
- Depots, cars and machines, papers, blocks and depot transfers
- Rental orders, customer sites, checks, duty templates, plans and duties
- Settings under Rental > Configuration > Settings, such as buffers, the deposit account and online booking
- Its own booking page address (/rent/ and its name), terms and payment rules
- Its own accounting: invoices, taxes and fixed assets; its own notification settings
Shared or per Entity, as you choose
- Classes, rate plans, extras and check templates: for one Entity, or empty for every Entity
- Agreement clauses: ready-made ones are for every Entity
- Customers are shared contacts
- Order numbers come from one series (RO/year/) for all Entities, and call-off numbers too (CO/year/)
Who sees what
- Staff see the records of the Entities they are allowed in
- A role applies in every Entity the user is allowed in
- Customers see their own rentals, whatever the Entity
Who uses it
OwnerWorks with every Entity ticked and compares them.
AdministratorAdds Entities and gives people their Allowed Entities.
Depot staffWork the cars and orders of their own Entity.
AccountantKeeps each Entity's invoices, taxes and assets apart.
Where you use it
- Web: Administration > Users & Entities > Entities, and the Entity switcher at the top
- Web: Rental > Configuration > Settings, per Entity
- Not built today: a role in one Entity only
What you control
Settings
- Per Entity: name, address, currency, logo, time zone and its own Rental settings
- Per user: Allowed Entities
- Per class, rate plan, extra and check template: an Entity, or empty for every Entity
Notifications
- Each Entity follows the group's notification settings until you give it its own channels and wording
Questions
Can the two companies share rate plans?
Yes. Leave the Entity empty on a rate plan, class, extra or check template and every Entity uses it.Does each company get its own booking page?
Yes. The booking page address, terms and payment rules are set per Entity.Can order numbers differ per company?
Not today. All Entities use one RO/year/ series, so a number is never repeated across them.How many Entities can we have?
One comes with your plan, and more can be added. Tell us your group and we will confirm.Related features
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.CUSTOMERSOnline booking page and website widgetEach Entity gets its own booking page, which also sits inside your website as a widget. Customers find a free car or class, choose cover and extras, give their licence details, book and pay. A booking not paid in time is cancelled and the car freed.RATESRate plans by hour, day, week and month with the cheapest mixPrice each class or car by the hour, day, week, month or year in one rate plan. For every rental the system works out the cheapest mix of those periods. The same plan holds a shortest rental, a grace time on return and the deposit.ACCOUNTINGFull accounting with GST returnsRent invoices, charges, deposits, pay-link payments, fines passed on, supplier bills for cars hired in and car sales all post into the same books. Scale adds the full accounting screens and reports, from ledgers with drill-down to cash flow, and GSTR-1 and GSTR-3B for Indian Entities.ACROSS SMARTMY RENTALStaff chatCounter staff, yard staff, drivers, managers and accounts chat with each other inside SmartMy, one to one or in groups, with photos and files. Nobody needs a colleague's personal number to ask which car is ready or who covers the airport run.
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.