Order Identification Overview
Order Identification lets you build customer ID validation into your rental workflow. Whether you are hiring to cash customers, verifying site staff, or managing compliance requirements, the system ensures the right checks happen at the right point in the process.
Enabling and Configuring Order Identification
Step 1: Enable Order Identification
Navigate to System Settings > Company Details > Edit > Preferences and enable the Order Identification feature.
Step 2: Configure Role Permissions
Role options control which user groups can override ID-related warnings and restrictions.
For example, a supervisor may be permitted to proceed with an Order when a customer's ID has expired, while a standard user cannot.
Configure these permissions within your role settings to match your internal approval process.
Step 3: Set Up ID Types
You can define and manage the types of ID accepted by your business using the List of Values.
Go to List of Values and search for ID Types
Click the blue dropdown and select Edit
Add your new ID type and save
This keeps your ID options relevant to your workflow rather than using a fixed, one-size-fits-all list.
Capturing Identification
When creating a new customer, either from the Accounts page or directly from the Order screen, you can enter the customer's ID details at the point of account creation.
Validating Identification During Order Creation
When creating a new Order, a popup will appear allowing the user to view and validate the customer's stored ID.
If the ID has expired, the system will either:
Block progression and display a warning, or
Allow progression if the user's role includes the override permission
Users can click the thumbnail image within the popup to enlarge it and verify the ID more closely.
⭐ Quick Tip: The ID Number field can also be used during Order creation to search for and locate a customer, speeding up the process when you have the ID reference to hand.
Viewing ID on Existing Orders
When viewing an existing Order, the ID expiry date is clearly displayed so your team can identify at a glance when updated documentation may be required before the next hire.
Additional Use Cases
Order Identification also supports workflows where employees rather than customers need to present ID. A common example is construction companies where site staff visit a depot to collect equipment and must confirm their identity before items are issued. The same validation process applies, keeping your records consistent regardless of who is presenting ID.
Summary
Order Identification gives rental companies a structured, auditable way to handle ID requirements without slowing down the Order process. With configurable ID types, role-based override permissions, and secure encrypted storage, the system fits around your compliance requirements rather than adding friction to your team's day.
💬 Need help? Click the blue help bubble in the bottom right corner of your screen to start a conversation with our support team.