Agency guide

Run your rental agency in DriveGo: agencies and branches, fleet, availability, prices, bookings, pickups, inspections, damage, accidents, insurance, finance, sales and team.

A rental agency runs its whole business in the DriveGo app, on a phone or a computer: cars, prices, bookings, pickups, inspections, damage, accidents, insurance, finance, sales and team. Everything you do in the app is saved straight away to your DriveGo account and shows up for the rest of your team.

This guide is for the agency owner and the office team. Field employees have their own guide: see the employee guide.

Agency roles in plain words

The same person can have a different role in each agency. In an agency you are the owner if you hold that agency (or its head office); otherwise your role is the one the owner gave you when inviting you.

Role	Where it acts	What it sees and does
Agency owner	All their agencies and branches	Everything: agencies, branches, fleet, prices, bookings, pickups, insurance, full finance, sales, team. Only the owner submits the agency for verification, creates a branch and confirms the sale of a car.
Agency manager	One agency	Day-to-day work: fleet, availability, prices, bookings, choosing the employee for each pickup, inspections, accidents. In finance, sees revenue and invoice status, but not costs or insurance premiums.
Finance manager	One agency	All of the agency's finance: invoices, payments, deposits, costs, insurance policies and insurance fees per car. Can read prices but not change them.
Fleet manager	One agency	Cars, availability, maintenance and damage. In finance, only maintenance and damage costs.
Agency employee	Their own tasks	The pickups, inspections, damage and accidents assigned to them. Sees neither finance nor prices.

These rights are checked on every action, not just hidden on screen: when your role does not allow an action, the app shows "Your account cannot perform this action.". The full table is in Roles and permissions.

Finding your way in the agency space

To enter the agency space, open your avatar menu (computer) or the Switch space sheet (phone) and choose Agency. If you also rent cars for yourself, the same menu takes you back to the Customer space.

On a phone, the bottom bar shows Dashboard · Fleet · Bookings · Finance · More. More opens the other screens: pickups, damage, maintenance, accidents, insurance, sales, team, branches, settings.
On a wide screen (computer, tablet in landscape), a side bar replaces the bottom bar, with the same entries grouped under Operations, Business and Account. Lists (fleet, bookings, pickups) show the details alongside.

Badges show pending work: new bookings, pickups without an employee, open damage and accidents, overdue invoices.

Where to start

Create your agency and ask for verification: Register and verify your agency.
Add your branches and set the options offered to customers: Agencies and branches.
Add your cars, then their prices and insurance fees: Fleet, Pricing rules.
Invite your team: Team.

All pages of the agency guide

Register and verify your agencyCreate your agency account, fill in your agency and ask for verification. An agency is only shown to customers once the DriveGo team has verified it.Agencies and branchesOrganise your business into agencies and branches: head office, branch, airport counter or pickup point, in several cities and countries, with the options offered to customers.Agency dashboardThe dashboard sums up the agency's day: fleet by status, today's bookings, pickups and returns, alerts and, depending on your role, revenue.Manage the fleetAdd your cars, keep their status, photos and mileage up to date, and find each car's history: inspections, damage, maintenance, accidents and bookings.Availability calendarSee when a car is booked or off the road, and block it when it must not be rented. DriveGo refuses any booking that overlaps a blocked period.Pricing rulesSet your prices per car or per category, by duration and customer type, with discounts and negotiated prices for a company. DriveGo never shows a price of zero.Agency bookingsFollow every agency booking by tab, confirm pending ones, record the deposit and payments, cancel with a reason and handle disputes.Pickup operationsAssign each pickup and each return to an employee, follow them step by step until the keys are handed over, and reassign or reschedule when something comes up.Inspection reviewReview the pickup and return inspections done by your employees: checklist, photos, mileage, fuel, signatures and new damage, then approve or ask for a correction.Manage damageFollow every damage found on your cars, from report to repair, then charge it to the customer or waive it.Manage maintenancePlan the servicing of your cars, block them during the work, record the cost and the next due date, and spot overdue servicing.Manage accidents and their follow-upRecord an accident, take the car out of rental and move the nine-step follow-up forward, from the report to the car's return to rental.Manage the agency's insurance policiesRecord the policies the agency pays its insurers for, the cars covered and the dates, and get warned before each expiry.Insurance fees per carSet, car by car, the included insurance and the upgrades charged to the customer, with a preview of the real amount before you save.Follow the agency's financeRead each agency's revenue, invoices, payments, deposits and costs, record payments received and download invoices.Sell fleet carsPublish a listing for a car from your fleet, receive offers, record the sale and its invoice, and find your sales history.Manage the teamInvite your employees, assign their role, branch and capabilities, follow their availability and see what each role can do.Agency notifications, settings and profileRead the agency's notifications, choose what you receive, set auto-confirmation, invoicing, add-ons and taxes, and manage your profile.