In order to manage the amount of users who can access your OnRent subscription, you need to be an admin with edit permission to access to the System Setup > Subscription & Billing privilege.

The person who first created the subscription will be an admin by default, however if needed this permission can be assigned to others in your organisation who you want to give explicit permission to add additional seats, for which there will be a charge.

Adding Seats

Within the Subscription & Billing page you will see an area outlining how many seats you have access to.

Core seats allow access to all features within OnRent, and Mobile seats are designed as a cut down version of OnRent designed for simple processes such as allowing drivers to see their movements (deliveries & collections) and to get them signed off by customers whether they're on site delivering the goods or in the yard, depot or store, picking them up.

You can see here how many seats you have in your pool and also how many are assigned to users.

Seats can remain unassigned if needed and swapped between users easily.

To add a new seat, simply click the Add Seats button.

Here, you can increase the amount of Core and Mobile seats. You can see the current and revised subscription. When you are happy to continue, press next and a new box will pop up asking you to confirm.

The payment card that you have set against the subscription will be charged for the additional seats and you'll receive an invoice.

How will I be charged?

The payment for the seats will cover the amount of Core & Mobile seats you've added, pro-rata until the next renewal date. When the renewal date comes around, you'll be charged for the number of seats that are currently active (not removed) on your subscription.

Removing Seats

To remove seats, press the Remove Seats button. As with the Add Seats function, you'll simply be asked how many you want to decrease to. Note, the reduced seats will not be refunded but will not be charged on your next renewal date. Any seats you decide to reinstate after your renewal date will be charged at the rate at that point in time.

Re-Instating Removed Seats

If you have removed a seat but have already paid for it for the period until your next renewal, you can easily re-add it without being charged again.

You'll see a message like the one below when you go to add the seats again.

Assigning Seats to Users

Assigning a seat to a user is simple.

When you add a user, the 'User is Enabled' option is set by default. As long as that flag is set, the seat is assigned to a user. To un-assign the seat, simply change that flag to No, and the user will return to your Unassigned seats pool.

This is handy if you have temporary staff or you want to give the seat to someone else whilst they're on holiday for example.

Changing the Seat Type

It might be that you want to change a user from a Mobile seat to a Core seat and vice versa. To do this, simply change the Seat Type against the user.

Seat Types & Roles

When creating a new subscription, OnRent is shipped with some default roles with default seat types assigned to them.

If you want to create a new role you can choose a seat type. You would do this for example to choose certain privileges that belong to the seat type - as you can see Mobile has less privileges than the Core seat type, in the below example we are creating a role of "Counter Sign User" for signature capture on the desk when someone comes to pick up or drop off items. Note - once a role is created with a seat type, the seat type cannot be modified.

Understanding your Invoice

You might have seen these terms in your OnRent invoice. Here's what they mean.

OnRent charges based on a per user (seat) basis per year.

The terms "remaining time" and "unused time" appear in your invoice when you add or seats sometime during the year itself. When that happens, the invoice offsets the prorated amount of the remaining time left for the previous amount of seats and then charges a prorated amount of the remaining time left for the new amount of seats.

If the subscription increases the number of seats, then the difference is deducted and charged to your card.