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How to Navigate Your Rent Flow Desktop Dashboard

A complete walkthrough of conversations, contacts, opportunities, calendars, and payments.

1️⃣ Conversations — Your Main Communication Hub

The Conversations tab is where most of your day-to-day communication happens.

🗂️ Conversation Views

You’ll see four main views:

Unread – new messages waiting for a response.
Aim to keep this folder empty — that means every customer has been addressed.
Recent – your latest interactions.
Starred – messages you’ve marked as important.
To star a message, click the ⭐ icon next to a conversation.
It’ll move into your “Starred” folder for easy follow-up.
All – every conversation in your account, sorted newest to oldest.

💡 Pro tip: Unstar a conversation once it’s resolved to keep your workspace organized.

2️⃣ Contact Profiles — View Customer Details & Add Notes

When you open a conversation, click the customer’s initials or name at the top of the chat window to view their profile.

Here’s what you can do from the profile view:

📝 Add Notes

Click on the Notes tab.
Enter details such as rental preferences, special instructions, or past issues.
Save your notes for quick reference next time.

📎 Review Uploaded Files

On the left sidebar, you’ll see:

Survey responses (if applicable)
Uploaded files – such as driver’s license, proof of insurance, or signed agreements.

✅ Signed Agreements

You’ll see confirmation that the customer:

Accepted your terms and conditions
Signed and dated their rental agreement

This helps you confirm compliance before releasing a unit.

3️⃣ Opportunities — Track Each Customer’s Progress

The Opportunities tab shows where each customer is in the rental pipeline.

Here’s what the main stages represent:

Stage	Description
Availability Request	Customer inquired about availability but hasn’t booked yet.
Scheduled (Unpaid)	Booking created, but payment hasn’t been completed. The system automatically sends a text message to the customer asking if they still want to rent the trailer. This helps recover missed payments and confirm intent before the scheduled date.
Paid / Waiting for Pickup	Payment received — trailer reserved for upcoming rental. If the customer has paid but hasn’t signed their rental agreement within one hour, the system automatically sends a reminder text prompting them to complete the agreement.
On the Road	Automatically updated when the customer completes the checkout process.
Returned	Automatically updated when they complete check-in.

🔄 These stages update automatically as customers complete forms, payments, and returns.

4️⃣ Calendars — See Which Units Are Booked

Each unit (trailer, car hauler, etc.) has its own calendar.

Click Calendars in the sidebar.
Select a specific unit — for example, “Car Hauler.”
You’ll see at a glance who has it rented and for what dates.

Example: “Jeffrey Clark” may be shown as booked over the next few days.

📅 This helps you instantly know which units are available without opening each contact record.

5️⃣ Payments — Manage Transactions and Refunds

In the Payments tab, you can view and manage all financial activity.

💰 Review Transactions

See every payment that has come through — with customer name, date, and amount.

🔄 Issue Refunds

To refund a deposit or a full/partial payment:

Find the customer in the payment list (e.g., “Ken”).
Click on the transaction.
Change the amount to be refunded.
Example: $100 for a deposit refund.
Submit the refund.

✅ Once processed, the refund will appear in the customer’s record and your Stripe/processor account.

6️⃣ Summary

Section	What You’ll Do
Conversations	Keep customer communication organized and clear.
Contacts	Add notes, view uploads, confirm agreements.
Opportunities	Track rental progress from request → returned. Automated texts help recover unpaid bookings and remind customers to sign their rental agreements.
Calendars	Monitor unit availability and active bookings.
Payments	Review transactions and process refunds quickly.

🚀 Next Steps

Practice navigating each tab so it becomes second nature.
Make sure all new inquiries are cleared from the Unread folder daily.
Use Notes to record customer-specific details — it’ll save you time later.
Keep an eye on automated texts for unpaid or unsigned rentals — they help maintain a smooth workflow without manual follow-up..