Users module

The user module allows Administrators to manage users working in the SoRent system. The main functionalities of this module are:

  • creating, editing and deleting user accounts
  • creating, editing and deleting user privilege groups

For each user it is possible to enter his working hours, which are shown when assigning tasks to employees of the branches. Thanks to them, the coordinator knows which of the employees is available at what time, which facilitates proper allocation of duties.

In the user module there is also access to such functions as:

  • Tools: a list of equipment given to an employee, e.g. a tablet
  • Supervisor’s appraisal: e.g. monthly employee performance appraisal
  • Training provided: list of training received by the employee, including an assessment
  • Praise: praise received from e.g. clients
  • Contracts: list of contracts signed with the employee
  • Penalties: ista penalties imposed on an employee for e.g. damage to a vehicle

Branch module

SoRent allows you to define branches to which vehicles are assigned and in which we rent. Branches are assigned data facilitating their management, such as: name, location, type (small, large, airport), type (physical, virtual), address, fiscal code (used to issue invoices), whether it is active, who is the manager, opening hours, etc. 

SoRent allows you to define groups of branches that are used to search for available fleet, if it is not in the branch where the rental is to start.

Permission module

Ability to perform any action in the system requires users to have appropriate privileges, which are assigned to the system functions. The administrator assigns selected permissions to users giving them access to selected actions.

For easier management of permissions, the system allows you to define groups of permissions. The administrator selects which rights to belong to a selected group, gives the name of the group, and then assigns the user to a defined group of rights. In this way, the user has access to all elements and actions in the system to which the rights are included in the group.

Driver monitoring module

Driver monitoring module allows you to track the movements of drivers during the performance of tasks assigned to the field. The mobile application installed on the drivers’ tablets provides real-time data on their location. From the system level it is possible to display a map with current positions of drivers. It also allows to detect anomalies related to the work of drivers. Tasks, location and time are the parameters analyzed in the module in terms of driver performance. 

Contractor module

The system enables management of contractors’ data. Data such as name, address, e-mail address, telephone number are entered for each contractor. For companies, additionally, register data are entered, and for natural persons, driving licence number and PESEL. To each natural person can be assigned the company in which the person works (used when the invoice for the rental is to be issued to the company assigned to that person). For each contractor can also be set in which type of reservation is to be the possibility to choose him as a customer.

Contractor can be marked as VIP or added to the so-called “Black list”, which is additional information for employees contacting e.g. via the hotline.

For each contractor it is possible to define any number of additional contact data. Each such additional contact has its own name and information such as name or surname, address, e-mail and telephone number.

Module for vehicle brands and models

The module of brands and models of vehicles allows for flexible management of the database of brands and models of owned cars. This module allows you to create brands and models of vehicles with their exact technical parameters and equipment configurations. Model configuration includes technical data of vehicles, such as fuel type, propulsion type, engine power, unladen weight, technical inspection frequency, size of the loading space and others.

Each vehicle is assigned to a specific segment according to the configuration of the vehicle model in which it occurs. Each segment has a unique Acriss code defined within the system. In addition, segments are defined: shortened name (Alias), monthly maintenance cost and base, daily rental rate.

Each car model, in a selected configuration, is assigned to a given segment. This allows you to assign the same vehicle brands but with different equipment to two different segments.

The system allows to define for which segments the algorithm of automatic assignment of vehicles to reservations is to work and in what order the segments are to be displayed in drop-down lists in the system.

Fleet module

Each vehicle in the fleet has the following set of data, which can be edited depending on the permissions:

  • Model, make, engine capacity, power, drive, fuel type, colour, equipment, segment, tyres, oil, etc.
  • Vehicle links to tracking devices
  • Financial data – how it is financed, repayment schedule, depreciation, etc.
  • Parameters at which the vehicle should be withdrawn from the fleet
  • Current technical condition of the vehicle / current state of damage
  • Database of scanned documents assigned to the vehicle, e.g. vehicle card, registration certificate, insurance policy, invoices, protocols, etc.
  • Executed and planned technical services
  • Rental history
  • Driver’s logbook
  • Vehicle availability schedule

The system has the ability to plan the fleet, helping to control the process of ordering vehicles. A car planned in the system but not yet a physical vehicle is called a Ghost. This process is multi-stage and allows you to monitor and control all stages from the planning of the ghost, through its order, approval, transformation of the ghost into a vehicle, receipt from the dealer to the commissioning of the car.

The condition of the cars can be changed depending on the actions taken on the cars. For example, the condition of a vehicle can be changed to “Damaged” in case of a breakdown, which blocks its assignment to subsequent rentals.
If the service is started, the status is automatically changed to “In service”. After the service is finished, the car returns to operation.

Vehicles can be withdrawn from the fleet under one of the following conditions: Residence achieved, mileage achieved, useful life achieved, approaching buy-back agreement date, end of financing, withdrawal for another reason. Withdrawal of a vehicle from the fleet means that it is not possible to rent it on this vehicle. Such cars are placed in the “Archive”.

The system makes policy records available. The data of the current policy are also displayed in the car data. Policies can be entered manually or by importing from an excel file.

SoRent supports the replacement process by dividing vehicles into vehicles with summer and winter tyres. In order to change the tyres in the vehicle, it is necessary to create a service of the “Tyre replacement” type. After the creation of the service, the system automatically generates service tasks for drivers. After the “Pick up a vehicle from the service” task, the tyre type is changed from winter to summer or vice versa.
It is also possible to manually change the tyres on the vehicle by editing the vehicle status in the system.

The system provides you with a file of your telemetric devices. Each device has its own unique IMEI number defined and can be assigned to a vehicle. Through the number of the device assigned to the vehicle, its current location and the status of the vehicle (whether it is in motion or not) is downloaded. This data is displayed in the vehicle overview.

SoRent also supports the management of contracts signed for the leasing of vehicles in the fleet. The leasing agreements entered contain information about the contracting party supplying the vehicles, using the vehicles, type of financing, dates of validity, etc. The information is also displayed in the overview of the leasing agreements entered. For each framework agreement, a schedule of installment payments can be generated. The system also supports invoicing of leasing instalments and monitors their status. 

Price list module

Price lists allow you to define the price for each service divided into segments for which a reservation is made. Prices can be entered in gross or net form. There are several types of price lists in SoRent.
The price list of vehicle rental defines daily rates for vehicle rental. Rates are set according to segments and length of rental. Filling in the rental price matrix, it is possible to define the ranges of the rental length, in which particular prices are valid.

In the price list of additional services, their prices are defined with division into segments. For each service it is possible to set additional data concerning its display, e.g. priority, whether the service is promoted or paid for on the spot, unit of measurement, etc.

Price list for equipment works similarly to price list for additional services. You can also set the priority, promotion and payment method for them (online or on-site).

The price list of penalties defines the fees charged after the rental, e.g. for returning the vehicle in improper technical condition, dirty, lost keys, etc. The price list of penalties defines the fees charged after the rental. The penalty price matrix defines one value for all segments.

The deposit rate matrix defines the amount of deposit for vehicle rental in particular segments. The system defines one global matrix of deposits, according to which the system suggests the amount of the deposit for rentals.