November 26th, 2024
New Features
Flexible Emails and Custom Roles for Representatives
Custom roles can now be created and edited by admins (previously limited to three fixed roles: Accounting, Field, and Manager), found under Customers, Representative Roles.
Each role can be assigned a specific set of email templates, so representatives assigned that role only receive the emails relevant to them, regardless of whether they're assigned to a specific order.
An "All Emails" role is also available for representatives who should receive every email template.
A new setting has been added at the individual email template level called "Send to Assigned Order Representative." Unchecking this means that specific email will not be sent to the representative assigned to an order, even if it would otherwise be sent based on their role.
Missed Rental Functionality
Admins can now manually create a missed rental to log a rental that didn't happen, including a customer, products, and notes explaining why (no payment info required, similar to a quote).
Missed rentals are automatically marked with a purple "Missed" status, and no emails are sent when created; the invoice is automatically voided.
Existing orders in Reservation Request status can be converted to a missed rental for tracking purposes, and this can be reverted back to Requested status if done in error.
A new Missed Rentals report has been added, showing all missed rentals and allowing export, to help identify patterns like inventory gaps or unmet demand.
Default Tax Code Per Customer
A new Default Tax Code dropdown is available on a customer's account, allowing admins to select from existing tax codes in the system.
Once set, this tax code will automatically apply whenever an order is created for that customer, on both the admin site and e-commerce site, regardless of delivery or pickup.
The tax code can still be manually changed on an individual order if needed.
Bug Fixes & Improvements
Improvement: Past Due tab and Hide Actioned Button added to the dashboard. The Hide Actioned Button hides orders that have already been actioned (e.g., already put on rent) within the current filter view, leaving only orders still requiring action visible. The new Past Due tab shows any orders from the last 30 days that were never actioned (regardless of the current filter), helping catch anything missed, such as a reservation request that was never approved or an order never marked off rent.
Improvement: Customer Search Report added for e-commerce. Found under Reports, Customer Searches, this logs search terms entered by customers on your e-commerce site, along with any location filter applied and the logged-in user's email if applicable. This can help identify products customers are searching for that you may not currently stock.
Improvement: Phone number formatting applied throughout the UI. Following last sprint's backend formatting change, phone numbers are now displayed consistently in the UI with area code in parentheses and a dash before the last four digits (e.g., (123) 456-7890). Numbers that couldn't be migrated due to being invalid originally will not be reformatted.
Improvement: ACH and Credit Card pass-through settings have been split into two separate controls. Previously, one setting controlled the pass-through fee for both payment types. Now each can be turned on or off independently, both defaulting to Yes.
Common Questions
If I create a custom role, will representatives with that role get every email automatically?
Only the emails specifically assigned to that role. You can edit which templates are tied to a role under Customers, Representative Roles, or use the "All Emails" role if you want a representative to receive everything.
Can I stop a specific email from going to the representative assigned on an order, even if their role includes it?
Yes. Uncheck "Send to Assigned Order Representative" on that specific email template under Email Customizations. It will still go out to the role's other recipients, just not to that order's assigned representative.
Does creating a missed rental send any emails to the customer?
No. Missed rentals are created without triggering any customer emails, and the associated invoice is automatically voided.
Can I undo converting an order to a missed rental?
Yes. If a Reservation Request order was converted to Missed status by mistake, it can be reverted back to Requested status the same way you'd change any other order status.
If I set a default tax code for a customer, can it still be overridden?
Yes. The default tax code will auto-populate on new orders for that customer, but it can still be manually changed on an individual order if needed.
What does the Past Due tab show that my regular filters don't?
It looks back over the last 30 days regardless of your current dashboard filter (like Today or This Week) and shows any orders that were never actioned, such as one still stuck in Reservation Request or never marked off rent.
Can I set different pass-through settings for ACH versus credit card payments?
Yes. These are now two independent settings, so you can, for example, charge the pass-through fee on credit card payments only, ACH only, both, or neither.