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RentalOS: Fleet & Vehicle Management

Manage your rental fleet — availability blocks, pricing, owners, and timeline views.

By Jeremy Crane

• 7 articles

Using the Fleet Timeline & Gantt Views

The Fleet Timeline provides a visual Gantt chart showing all vehicle bookings and availability blocks across time, making it easy to spot gaps and conflicts. How to Access 1. Go to the Rental List and scroll to the Fleet Timeline section below the main table Reading the Timeline - Rows — Each row represents one vehicle - Bars — Colored bars represent bookings (color indicates status) - Gray blocks — Availability blocks (maintenance, personal use) - Gaps — Open time = the vehicle is available for booking Bar Colors | Color | Status | | --- | --- | | Blue | Quote (pending approval) | | Green | Approved or Checked Out (active) | | Orange | Checked In (returned, pending completion) | | Gray | Completed or Availability Block | Navigation - Scroll horizontally to move through dates - Click a booking bar to open the rental detail view - Zoom in/out to change the time scale (day, week, month) Use Cases - Spot availability gaps — Find open dates to fill with new bookings - Identify conflicts — See if any bookings overlap - Plan maintenance — Find windows to schedule vehicle service - Capacity planning — Visualize how fully utilized your fleet is Frequently Asked Questions Can I create a booking directly from the timeline? Currently, you create bookings through the Rental List + button. The timeline is for visualization and navigation. Does the timeline show Turo bookings? Yes, if imported via CSV or email forwarding, Turo bookings appear on the timeline like any other rental.

Last updated on Jul 08, 2026

Recording Owner Payouts

When you pay a vehicle owner their consignment earnings, record the payout in PocketOS to keep your books balanced. How to Record a Payout 1. Go to Reports → Owner Payouts 2. Find the owner in the list 3. Click Record Payout 4. Enter the payout amount 5. Select the payment method (Mercury ACH, check, Zelle, etc.) 6. Add a note (optional) 7. Click Save What Gets Tracked - Total earnings — Revenue generated by the owner's vehicle(s) - Amount paid — Total payouts sent to the owner - Balance owed — Earnings minus payouts = what you still owe - Payout history — All recorded payouts with dates and amounts Mercury Integration If Mercury Banking is connected, you can send payouts directly as ACH bank transfers from the payout recording screen. Frequently Asked Questions How often should I pay owners? That's between you and the owner. Common schedules are monthly or bi-weekly. Whatever you agree to, stay consistent. Does recording a payout actually send money? Only if using Mercury integration. Otherwise, recording a payout is for bookkeeping — you send the actual payment externally.

Last updated on Jul 08, 2026

Adding & Removing Vehicle Owners (Consignment)

The consignment system lets you manage vehicles owned by third parties. Add vehicle owners to track who owns what and calculate payout splits. How to Add an Owner 1. Go to the vehicle's detail page 2. Navigate to the Consignment or Ownership section 3. Click Add Owner 4. Select a contact from your CRM (or create a new contact) 5. Set the owner's commission split (percentage they earn from rentals) 6. Save How Consignment Splits Work When a consignment vehicle is rented, the revenue is split between you and the owner based on the configured percentage. For example: - Owner gets 70%, you keep 30% - On a $1,000 rental: owner earns $700, you earn $300 These splits are tracked automatically and appear in owner payout reports. Removing an Owner 1. Go to the vehicle's consignment section 2. Click Remove next to the owner 3. Confirm Removing an owner does not affect past rental records or payout history — only future rentals. Frequently Asked Questions Can a vehicle have multiple owners? Typically one owner per vehicle. The consignment split applies to the assigned owner. Where do I see what I owe vehicle owners? Go to Reports → Owner Payouts for a full breakdown by vehicle and owner. You can also generate individual P&L PDFs from rental detail pages.

Last updated on Jul 08, 2026

Applying Rental Pricing Presets

Pricing presets let you create standardized pricing templates and apply them across multiple vehicles, saving time when managing a large fleet. How Presets Work 1. Create a preset with your desired daily, weekly, and monthly rates 2. Apply the preset to one or more vehicles 3. All selected vehicles inherit the preset's pricing When to Use Presets - Vehicle classes — Create "Economy", "Standard", "Luxury" presets and apply to matching vehicles - Seasonal pricing — Create "Summer" and "Winter" presets and swap between them - Bulk updates — Quickly change pricing across your entire fleet by updating one preset Frequently Asked Questions If I update a preset, do all vehicles using it update automatically? Presets are applied as a one-time copy. To update all vehicles, re-apply the preset after changing it. Can a vehicle have custom pricing AND a preset? Applying a preset overwrites the vehicle's current pricing. After applying, you can manually adjust individual fields.

Last updated on Jul 08, 2026

Editing Rental Pricing on a Vehicle

Each vehicle can have its own daily, weekly, and monthly rental rates. Pricing is configured on the vehicle's detail page. How to Edit Pricing 1. Go to the vehicle's detail page 2. Navigate to the Rentals tab 3. Edit the pricing fields 4. Changes save automatically on blur Pricing Fields | Field | Description | | --- | --- | | Daily Rate | Per-day charge for the rental | | Weekly Rate | Per-week charge (typically a discount vs. 7× daily) | | Monthly Rate | Per-month charge (significant discount vs. 30× daily) | | Security Deposit | Hold amount placed on the renter's card | | Mileage Limit | Per-day mile allowance before overage charges | | Mileage Overage Rate | Per-mile charge for exceeding the limit | How Pricing Applies to Rentals When creating a rental, the system calculates the total based on the rental duration and the applicable rate: - 1-6 days → Daily rate × number of days - 7-29 days → Weekly rate × number of weeks (with remaining days at daily rate) - 30+ days → Monthly rate × number of months (with remaining days at daily/weekly) Pricing Presets Instead of manually setting rates on every vehicle, you can create pricing presets (templates) and apply them in bulk. See "Applying Rental Pricing Presets". Frequently Asked Questions Can I offer seasonal pricing? Currently, pricing is static per vehicle. For seasonal adjustments, manually update rates or create different pricing presets for different seasons. Does changing the price affect existing bookings? No. Existing bookings keep their original line item amounts. Price changes only affect new bookings.

Last updated on Jul 08, 2026

Adding & Managing Rental Availability Blocks

Availability blocks reserve dates on a vehicle's calendar when it's not available for rental — maintenance, personal use, detailing, or any reason. How to Add a Block 1. Go to the vehicle's detail page or Fleet View 2. Click Add Availability Block 3. Select the start and end dates 4. Enter a reason (e.g., "Scheduled maintenance", "Owner personal use") 5. Click Save What Blocks Do - Prevent bookings — No rentals can be created for the blocked dates - Show on timeline — Blocks appear on the Fleet Timeline/Gantt view - Show on calendar — Blocked dates appear on the vehicle's calendar feed - Inform instant booking — Blocked dates are excluded from instant booking availability Managing Existing Blocks - Edit — Change the dates or reason of an existing block - Delete — Remove the block to make those dates available again Common Use Cases | Reason | Duration | | --- | --- | | Oil change / service | 1 day | | Detailing / deep clean | 1-2 days | | Owner personal use | Variable | | Insurance claim / body work | 1-4 weeks | | Seasonal storage | Weeks to months | Frequently Asked Questions Can I block a vehicle that already has a booking for those dates? No. You'll need to void or reschedule the existing booking first before adding a block. Do blocks sync to Turo? If you have Turo calendar sync configured, blocks in PocketOS appear as unavailable dates on Turo, preventing double-bookings.

Last updated on Jul 08, 2026

Rental Fleet View

The Fleet View shows all your vehicles organized for rental management — availability, pricing, and quick access to each vehicle's rental settings. How to Access 1. Go to Rentals → Fleet (or use the Fleet tab on the Rental List) What the Fleet View Shows Each vehicle appears as a card or row with: - Vehicle photo — Primary image from the vehicle gallery - Vehicle name — Year, make, model - Availability status — Available, booked, blocked, or maintenance - Daily rate — Current pricing - Booking count — Number of active/upcoming bookings Quick Actions - Click a vehicle — Opens the vehicle's rental settings - View calendar — See the vehicle's booking timeline - Add availability block — Block dates for maintenance or personal use Fleet Health Indicators The Fleet View gives you a quick read on your overall fleet: - How many vehicles are currently rented out - How many are available for booking - Any vehicles with maintenance blocks or overlapping reservations Frequently Asked Questions How do I add a vehicle to my fleet? Vehicles are added through the Vehicle Inventory (Vehicles → Add Vehicle). Once added and configured with rental pricing, they appear in the Fleet View. Can I hide vehicles from the fleet? Vehicles without rental pricing enabled won't appear in the Fleet View. Disable rental pricing on a vehicle's detail page to hide it from the fleet.

Last updated on Jul 08, 2026