Yard board

FMS Rentals

Sign in

Guide

How it works

Short steps for the whole app. Open a heading, do the process, then come back here if you get stuck.

Who does what

  • Admin (you) signs in on fms.rentals. Menu: Companies. You create or open supplier accounts. You also set the one standard everyone uses: ACRISS rates, extras, insurance, fees, car makes and models, car features.
  • Company fills cars, bookings, locations, business profile, and does pickup / drop-off.
  • A company URL looks like damiano.fms.rentals. Admin stays on fms.rentals.
  • New companies can Sign up themselves, or admin can create them under Companies.
  • After Sign up they can start at once: add cars, then bookings. You do not need to create their login or approve them.
  • Admin login lands on Companies. Open a company to tick the services they have: fleet, bookings, yard board, partners, reports. Cars menu: makes, models, features. Pricing menu: rates, extras, insurance, fees.

Fleet

Menu: Fleet management → Vehicles.

  1. Add a car: pick make and model from the admin list, then plate, VIN, year, ACRISS (4 letters from the official matrix — each letter is explained as you type), fuel, gearbox, mileage. That ACRISS code is what you price later.
  2. Set Periodic Inspection on Car taxes (due date). The fleet list warns 30 days before it expires.
  3. Put a GPS device ID on the car if you will read km and fuel from GPS.
  4. Add photos (front, sides, interior). These protect you in damage disputes and show at pickup.
  5. Tick features this car has (AC, Bluetooth, etc.). The list is set by admin.
  6. Yellow row = service soon or overdue. Checkmark = ok. Cars that need attention sit at the top.
  7. Import / export is for many cars at once (CSV).

Maintenance, status, taxes, fines

  1. On a car page or Fleet → Maintenance, log oil, brakes, tyres, and extra parts. Set the next due date and/or km. Put the invoice amount. The Vehicles list will warn you.
  2. Tick every service done in the same visit. One save creates a record for each ticked type. Put an expense amount and next due date on each type so next month’s costs show on the Vehicles board and on Reports.
  3. When you tick oil, brakes, tyres, or extra parts, a next-km box appears under that type so each can have its own number.
  4. Fleet → Unavailable, or on the car page: from date, to date, and a reason. Those days are blocked on the calendar so the car cannot be rented.
  5. On the Vehicles list, tap Available on a car. A popup opens so you can set from, to, and the reason without leaving the list.
  6. On the car page, use Unavailable period for from, to, and reason. Today’s status still shows next to Edit.
  7. The car page has Availability, Maintenance services, Taxes with insurances, and Fines for that plate. Use the buttons under the photos to jump to each section.
  8. That car’s calendar row blocks immediately. If a future booking is on that plate, reassign it to another car in the same ACRISS group, or upgrade it onto a plate in another group.
  9. Car taxes and fines are under Fleet management. Use them for papers and tickets, not for rental prices.
  10. On Car taxes, tick car tax, Periodic Inspection, TPL, and/or CDW if the owner has that. Amount and due date appear under each ticked item. TPL and CDW here are owner policies, not rental cover.

Pricing

Company menu: Pricing. Rental prices, insurance, extras, fees.

  1. Rates and insurance rows are the ACRISS codes on your cars. You pick those codes. You do not type a new code on the price page. Compact manual (CDMR) and compact auto (CDAR) are different prices.
  2. Seasons and day-length bands change the daily rate (weekend vs long stay, summer vs winter).
  3. Insurance packages are cross-sell cover. Create a package with price, excess, and terms. Edit or delete it. Tick car groups, then set the daily price per ACRISS group.
  4. Insurance plans and extras (child seat, GPS) get their own prices.
  5. On Business → Rental terms, set minimum driver age, young-driver age, contract text, and extra rules (additional driver, cross-border). Set the € for those rules on Pricing → Fees.
  6. Fees: list of OOH, young driver, cleaning, late return. OWF is per city — add the city on Locations, set the price on Fees. OWF is charged when pickup and return are different places.
  7. Fees cover extra hours, late return, etc.
  8. When a company books, they pick the ACRISS group. The price recalculates if dates or the sold group change. Giving a bigger car as an upgrade does not change the price.

Bookings

  1. New booking: dates, ACRISS / group, customer, source (walk-in, broker, OTA, affiliate).
  2. The system checks if the group can take it: free plate, or Accept if you rearrange, or no.
  3. Leave the booking in the group pool if you do not pick a plate yet.
  4. If the group is full, pick a plate from another group (upgrade). Fit will say the upgrade plate is free. The sold group stays the same.
  5. Open a booking from the table or calendar (the drawer). Change dates, swap car, cancel. Every change is logged and the calendar updates.
  6. Deposits and insurance sit on the booking. Payments are cash, POS, or bank transfer.

Example — pool, then upgrade

  1. You have 5 cars coded MDMR (for example 4 Yaris and 1 i20). The customer books MDMR, not a plate.
  2. Nothing is auto-assigned. The booking sits in the MDMR pool until you pick a car.
  3. Any of those 5 MDMR plates can take it. You drag the bar onto a plate when you want.
  4. If all 5 MDMR plates are busy, pick a plate from another group (Upgrade). Example: give a CDMR car. The booking stays MDMR. Price stays MDMR. That other plate is now used.

Calendar and assignments

  1. Each car is a row. Bookings are bars. Unassigned bookings sit in the group / pool row.
  2. Grey bars on a plate are unavailable days. The bar shows the reason (maintenance, damaged, owner use, or other) and the note you typed.
  3. Drag a bar onto a plate to assign that car. The app blocks overlaps.
  4. If that group is full, drag onto a plate in another group (upgrade). The booking stays MDMR (or whatever was sold). Price does not change. Only that plate is used.
  5. Fit on a pool bar: yes = a free plate exists. Shift = you can move short bookings to open a gap. No = do not accept.
  6. If it says shift, preview the suggested plate moves, then apply. Do not auto-move without that confirm.
  7. Use this to fill empty days and to make space for a long, high-value booking.
  8. On New booking and in the drawer, other groups sit under Upgrade — other groups. Pick one of those plates if the sold group is full.

Pickup and drop-off

Menu: Today. Phone / tablet for the lot.

Pickup

  1. Assign a plate on the calendar first.
  2. Scan the license (camera). Check name, number, expiry.
  3. Photo existing damage. Compare with the car’s file photos.
  4. Mileage and fuel — three ways: GPS, photo of the dashboard, or type by hand. Always check the numbers.
  5. Customer signs. Contract is ready. Car goes to Rented.

Drop-off

  1. Same mileage / fuel methods. Photo new damage if needed.
  2. Customer signs. Car goes to Cleaning. Mark it ready when the lot is done.

Payments and deposits

  • Record cash, POS, or bank transfer on the booking. Print a slip if you need one.
  • Track the security deposit (card hold, cash, transfer) and link a damage claim if something happens.

Traffic fines

Menu: Fleet management → Fines.

  1. Log the notice: Notice ID, amount, date and time, plate, and a photo or PDF of the ticket.
  2. The app matches that plate and time to the booking and shows the renter.
  3. Tap Received in account when the fine hits your company account. That starts the discount clock (50% within 7 days, 20% within 15 days).
  4. Tap Pay via gateway to pay the discounted amount on the local vPOS. Mark paid is still there if you paid another way.

Business profile and locations

  • Company name, address, VAT and logo go on invoices and contracts.
  • GPS URL and token go here. Each car still needs its own device ID.
  • Locations are pickup and drop-off places (airport, office, hotel).
  • Owner can add Lot and Office staff logins.

Partners and reports

  • API — live availability, rates, and reservations for connected OTAs.
  • Brokers — create a booking and pick the broker so net rates / commission apply. You can assign a same-group plate or an upgrade plate from another group.
  • Affiliates — referral links ?ref= and promo codes, plus a commission ledger.
  • Reports show occupancy and days lost to maintenance or damage.