Vehicle rental and drivers
Who can drive, how licence readiness works, minimum driver age, admin overrides, and what customers see.
When a service rents out a vehicle, ServEase checks the people named on the booking before it is accepted.
This article says driver because that is the default word for the people driving a rented vehicle. If you have chosen your own words — for example Riders — customers, booking pages and emails use yours; see The words customers see. The checks below are the same whatever you call them.
Who can be a driver
A driver must be a person receiver belonging to the booking's customer, and that receiver must still be active.
- A car receiver can never be a driver. Cars remain useful as the subject of other services, such as a valet or a service visit, but a vehicle rental needs a person behind the wheel.
- A receiver belonging to another customer, or one that has been removed, cannot be a driver either.
This is checked first, before any licence detail. No licence record, confirmation tick, or override can make an ineligible receiver into a driver.
Driver licence details
Each person receiver can hold one licence record: the categories they hold and the dates the licence is valid between. Admins manage it from the receiver, and customers can keep their own up to date in the Customer Portal.
ServEase never displays a stored licence number, document, or photo, because it never collects one.
Licence readiness
When a booking selects a vehicle that requires a licence category, every selected driver gets a readiness result:
| Result | Meaning |
|---|---|
| Ready | The driver holds the required category and it is valid for the booking date |
| Missing | No licence record for this driver yet |
| Expired | The licence ended before the booking date |
| Not valid for date | The licence starts after the booking date |
| Incompatible class | The driver's categories do not include the one this vehicle needs |
| Overridden | An admin allowed this booking despite the result |
Validity is judged against the booking date in your workspace's time zone, so a booking is never refused because a different time zone has already moved on to the next day.
If a booking is refused because of a licence, the review tells you which driver is blocking it, so you can fix that person's record or override it without hunting.
Minimum driver age
A vehicle can also require a minimum driver age. Every selected driver must reach that age by the booking date. This is checked both when the booking is created and when it is rescheduled.
Overriding readiness (admins)
An admin with the dedicated override permission can let a booking go ahead despite a blocking readiness result.
- A reason is required and is stored with the booking as a permanent record of who allowed it and why.
- An override applies to that booking only. It never edits, verifies, or repairs the driver's licence record.
- It can only be applied to a driver actually selected on that booking, once per driver.
- The review shows the effect before you commit; the record is written only when the booking is created.
Rental price and deposit
Rental time is counted by the hour or by the day — new vehicle services start with Daily — and extra drivers can carry a fee — see Pricing by hour, day and night. To ask customers for a security deposit, add Deposit instructions to the service: ServEase shows your text but does not collect, hold or refund the deposit — see Deposit instructions. A vehicle booking can also be extended; only the added time is priced.
What the customer sees
Customers see the requirements in plain language — for example the licence category needed, a minimum driver age, a mileage allowance, or that mileage is unlimited. They never see internal rule data or identifiers. Where nothing applies to them, nothing is shown.