Frequently asked questions

Fleetsync is fleet management software for RV and vehicle rental operators. It handles vehicles, pricing, quotes, reservations, payments, maintenance, customers and distribution to your website, RVshare and Spot2Nite.

Business details and time zone, regions, Stripe, taxes and fees, vehicle categories, at least one rate plan, then your vehicles. Follow the first-day setup checklist.

Press ⌘K (Mac), Ctrl+K (Windows) or / to open search. Use prefixes like c: for customers, r: for reservations and v: for vehicles.

Yes. ⌘K or / opens search, C creates a work order on the Work Orders page, and W, M or Q switch calendar views. Type "help" in search to see all prefixes.

Click the fleet name at the top of the sidebar. Choose a fleet, then All regions or a single region.

An operating zone, such as a depot or city. Every vehicle belongs to exactly one region. Regions filter reports and calendars and can scope pricing, add-ons, insurance and staff access.

Open the profile menu (top right) → Account. Enter a new password twice, or upload a JPG or PNG photo up to 5 MB, then click Save Changes.

Not from the Account page. Contact support@fleet-sync.co.

Set your time zone in Settings → Business. Without it, reports use UTC days.

Use the Support link at the bottom of the sidebar, or email support@fleet-sync.co.

Go to Fleet → Vehicles → New Vehicle, fill in General Description and click Create Vehicle. Then complete the remaining tabs.

Vehicle names are generated automatically from Year + Make + Model + Trim/Variant. To show renters a different name, set the Listing Title on the Listing Details tab.

Location, listing, photos and the other tabs unlock once you click Create Vehicle.

Vehicle types: RV, Van, Automobile, Motorcycle and Boat. There are 15 equipment types, from Class A to Park Model.

Enter the number of slide outs, then tick Driver, Passenger and/or Rear on the General Description tab.

Photos: JPG, PNG or GIF, up to 10 MB each. Videos: MP4, MOV, WebM, AVI or MKV, up to 500 MB each, or a YouTube link.

Only after their reservation is confirmed. Before that they see the general area.

Turn on Delivery Available on the vehicle's Location & Delivery tab. Set a base rate and its included miles, then an optional per-mile fee up to a maximum range.

Add it in Settings → Delivery Locations with its fee, then tick it on each vehicle's Delivery Locations tab.

Go to Rules & Policies → Booking mode and choose Instant, Request or Use category.

Set Minimum Rental (nights) on the vehicle's Rules & Policies tab. For seasonal minimums, add a Minimum Stay pricing rule to the rate plan.

On the vehicle's Rules & Policies tab, under Fees & Deposits.

Use the Pets Allowed and Smoking Allowed toggles on Rules & Policies. Renters see these as house rules.

On the vehicle's Calendar tab, click a date → Block date. For a range of dates, use Maintenance → Send to maintenance.

Yes. On the vehicle's Calendar tab, click the date → Modify price.

Yes. Click Export Calendar on the vehicle's Calendar tab.

On the vehicle's Internal Info tab. Renters never see it.

Turn on Featured Vehicle on the Listing Details tab.

Set Status to Inactive on General Description. To take it out for just some dates, block them on the Maintenance tab.

Categories such as Motorhomes group vehicles so you can quote by category and apply rate plans, add-ons and booking mode to the whole group.

Use the status tabs, search, the class dropdown, or Filters (make, model, year, type, instant book, pets, delivery, featured and more).

By rate plans. Each plan has a base rate per day, a date range, a priority and the vehicles, categories or regions it applies to.

The plan with the higher priority (1 = lowest, 5 = highest) applies.

Only when the vehicle and its category have no rate plan of their own.

Add a Length of Stay rate modifier to the rate plan, with a minimum number of nights and a percentage or fixed adjustment.

Add an Advance Booking rate modifier.

Add a Minimum Stay pricing rule to your peak rate plan.

Click Show next to Vehicle Rental on a quote or reservation to see the Daily Rates Breakdown.

Rental, add-ons, insurance, delivery and custom charges, minus discounts, make the subtotal. Then taxes are added, then fees (for example a 5% processing fee on the taxed total).

Settings → Taxes & Fees. Choose No tax, Manual rates (one row per jurisdiction) or TaxCloud.

Yes. Add a fee under Settings → Taxes & Fees. It can be a percentage or flat amount, before or after tax, taxable or not.

Fees are charged on every rental and the customer can't opt out. Add-ons are extras the customer (or you) chooses.

Yes, with TaxCloud. Set Tax source to TaxCloud and check the connection in Settings → TaxCloud.

Bookings → Coupons → New coupon. Set the code, label, percentage or fixed amount, dates and maximum redemptions.

A coupon only works while it's active, inside its start and end dates, and under its redemption cap.

Bookings → Quotes → New Quote. Pick the customer, vehicle or category, dates, rental type and extras, then Save Draft or Send Quote.

Yes. Choose a category such as Motorhomes in the Vehicle or Category field.

7 days by default. Change it with Quote Valid For when you build the quote.

Yes. Use Custom Charges → Add Charge, and choose whether it's taxable.

Draft (not sent), Sent, Accepted/Booked (paid, and the reservation is created), Expired and Cancelled.

Editing recalculates the quote with current rates, delivery distance and settings. Check the Quote Summary before saving.

Yes. Open the quote, select a saved card (or add one) and click Charge.

Use Internal Notes & Comments on the quote page. Press Cmd/Ctrl + Enter to post.

Upcoming, Active, Pending Payment, Overdue, Completed and Cancelled. Each reservation also has a payment status (Paid or Pending).

Its dates have passed but it still needs action, most often an outstanding payment.

Open the reservation → Reschedule. Pick new dates (and optionally another vehicle), review the preview, then click Reschedule Rental.

Yes. When rescheduling, choose a different Vehicle or Category.

Open the reservation → Cancel Rental and confirm.

When a vehicle uses Request mode, renters ask to book and their card is only authorized. You approve or decline under Reservations → Requests.

Bookings → Reservations → Requests → Awaiting approval.

On the reservation's Handover section, click Edit. Times are free text, for example "11am–1pm" or "TBD".

Handover → Edit → Water tank: Full, Partial, None or Not recorded.

On the reservation, under Contract & Acceptance, click Resend acceptance link or Resend contract.

Open the reservation → Emails tab.

The Channel column on the Reservations list, and Revenue by channel on the Dashboard.

Connect Stripe in Settings → Merchant Accounts. Charges Enabled and Payouts Enabled must both be green.

Payments go to your Stripe account and are paid out on your Stripe payout schedule. The Transaction Log shows each deposit date.

Open the reservation → Orders & Payments → Add Charge. Add an item or custom amount and send the payment link.

Set the amount per vehicle, then choose fleet-wide when it's requested (after checkout, at check-in, manually, or disabled), the link expiry, reminders and auto-release.

Yes, if Accept cash deposits is on. Use Request Deposit → Record Cash Deposit.

Yes. Use Request Deposit → Charge hold to saved card.

Automatically, after the number of days set in Auto-release (days) under Settings → Security Deposits.

Yes. If the renter buys an insurance option with coverage type Damage Waiver, the deposit is waived.

Set the mileage fee and included miles per day on Rules & Policies. Then record pickup and return odometer readings on the reservation.

Yes. Turn on Unlimited Mileage on the vehicle's Rules & Policies tab.

Tick Required on the insurance option in Settings → Insurance.

Yes. Put the options in a group, and renters pick one from the group.

Settings → Add-ons & Fees → Add Add-on. Set the price and unit (one time, per day, per hour or per mile) and which vehicles offer it.

Yes. Tick Hidden. Guests won't see it at checkout, but staff can add it to quotes.

On the reservation's Orders & Payments tab (or the quote), click Remove next to the card.

Open Calendar in the sidebar. Group by class or type, and switch between Week, Month and 3 months.

Prep time, from the vehicle's Preparation Time setting.

Yes. Select it, press Space to pick it up, use the arrow keys to move it, and press Enter to drop it (Esc cancels).

Fleet → Vehicles → Availability opens the fleet inventory calendar.

Fleet → Work Orders → New work order (or press C). Pick the vehicle, the job, priority, assignee and due date.

Only if you turn on "Take the vehicle off the rental calendar", or block dates with Send to maintenance.

Vehicle → Maintenance → Send to maintenance. Choose the reason and dates, and optionally create a work order.

Use Next steps on the work order, drag it to Completed on the Board, or use the status menu in the list.

Yes. Use Reopen. The original completion stays in the history.

Work order → Outcome → Add expense. Set the category, amount and the % the owner pays.

Add Service details to a work order (odometer at service and next service at), and keep the vehicle's mileage up to date.

Record a completed work order with a next-service mileage and set the vehicle's current mileage.

Customers → Import Customers, with a UTF-8 CSV (max 10 MB). name and email are required. phone, address, city, state and zipcode are optional.

Customers → Export.

Customers → Find duplicates lists customers who share an email so you can merge them.

Yes. Create coloured tags in Customers → Manage Tags, then apply them from each customer row.

Open the customer profile. The Activity tab shows emails, quotes, rentals, payments and notes.

Open it in Inbox and click Reply. You can also assign it, tag it, or link it to a customer.

Authenticate your domain in Settings → Email & Domains, then set the Outbound Email Address on that domain.

Your choice: the Fleetsync Inbox, specific email addresses, or both. Set it in Settings → Email & Domains.

Yes. Settings → Booking Questions, with separate lists for instant and request-to-book.

Customers → Reviews shows your average rating, star breakdown and each review.

Yes. Every fleet has a public booking page. Set it up in Settings → Webpage Settings.

Yes. Add a CNAME record at your DNS provider and Fleetsync provisions SSL automatically.

Set SSL/TLS to Full or Full (strict), or switch the DNS record to DNS only (grey cloud).

Yes. Use Site design in Webpage Settings to set colours for the header, welcome area, buttons, text and footer, plus heading and body fonts.

Yes. Use Custom Code Injection (Head Code or Body Code) in Webpage Settings.

Connect RVshare in Settings → Integrations with your RVshare User ID, then tick RVshare.com on each vehicle's Listing Details.

Listings, availability and rates, and it blocks dates on RVshare when a vehicle is booked.

The pickup address must be selected from the dropdown on Location & Delivery. A typed address isn't published.

Tick Spot2Nite under the vehicle's Listing Details → Distribution Channels.

Yes, once DocuSign is activated for your fleet. Contact support. Until then, signature documents are accepted with a checkbox.

They let your booking page and other software (for example an embedded booking widget) use your Fleetsync account.

Settings → Users → Add User. Choose Invite by email or Create account directly.

Yes. Each role you give a user can be scoped to a region and to specific vehicles.

Settings → Roles & Permissions → Add Role. Pick permissions and set Read or Modify for each.

Your role doesn't include that page. Ask an admin to update your roles.

Add owners in Settings → Consigned Owners with their revenue splits and assigned vehicles.

Yes. Link the owner to a user with the Consigned Owner role, which gives read-only access to their vehicles, rentals and reports.

Expenses recorded on work orders are subtracted from the owner's monthly statement, according to the Owner pays %.

The Rental Prep Report lists every departure and return for the day, with add-ons.

The Transaction Log shows each transaction's deposited date.

Use the Utilization Report (monthly) or the Daily Utilization Report.

Yes. Most reports have Export, and daily reports also have Print.

Some reports total bookings and others total payments. Some exclude external payments, and day boundaries follow your time zone.

Your monthly plan fee includes an equal credit that offsets the 1% platform fee on reservations. Fees beyond the credit are added to your invoice.

Settings → Plan Details & Billing → Credit Usage. It resets on the 1st of each month.

Cancelled reservations show a reversed fee entry in Credit Usage.

Email support@fleet-sync.co.

Settings → Plan Details & Billing → Billing → Invoices.