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The Organization → Vehicles page at app.gorynse.com is the source of truth for which vehicles are enrolled in your program. Use it to confirm what’s in the fleet, spot vehicles missing a card, and check what each vehicle is approved to spend on.
Most changes go through Rynse — adding or archiving a vehicle, swapping a card between vehicles, ordering new cards, and changing memberships. See Asking us to make changes below. Click any vehicle row to open its detail view, where you can edit the External ID directly. VIN, license plate, and make / model / year are read-only and managed by Rynse. Card actions (Freeze Card, Close Card, Change Facility, Archive Vehicle) are covered further down.

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How it’s organized

The page opens on a table of every active vehicle, one row each. Click a row for full detail. Four tabs at the top right switch what’s listed:
No Card is a quick audit. If you expect every vehicle to have one, anything here is either waiting for activation or was missed during onboarding. Email support and we’ll dig in.

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Membership filter

If any vehicles are enrolled in wash memberships, a Membership dropdown appears next to the tabs. Use it to narrow the list to a specific vendor and plan type — pay-as-you-go or unlimited (for example, “Quick Quack — Unlimited”). Pick All to clear it.

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What the columns mean

Most columns are self-explanatory — Created, Facility, Description, VIN, License Plate, and Asset Type. A few are worth calling out:
A Memberships column is hidden by default to keep the table readable. Click the columns icon above the header to toggle it on. The Services column shows the same thing at a glance.

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Spend Policy

Hover the Spend Policy column for the rules on a card. A padlock means spend-category restrictions are configured (not that the card is frozen); a clock next to it means an active schedule. The tooltip covers up to four things:
  • Policy — the named spend policy and its rules (per-transaction cap, monthly cap, allowed merchants)
  • Organization Rules — rules that apply across your whole organization. A single gray label here means an org-level rule applies because the vehicle has no policy of its own
  • Merchant Rules — approved spend categories (Car Wash, Fuel Gas, EV Charging, Preventative Maintenance)
  • Schedule — any time-of-day or day-of-week restrictions
See Spend Controls for what each rule does.

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Services

Icons show the wash programs a vehicle is enrolled in: pay-as-you-go (pay per wash), unlimited (flat monthly fee, unlimited washes at that vendor — charged only in months the vehicle actually washes), and mobile wash (on-site washes brought to your facility — see Mobile Wash). Hover an icon for the vendors covered; a dash (-) means no wash program.

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Asking us to make changes

Changes to the roster — adding a vehicle, editing details, swapping a card to another vehicle, archiving, or attaching or canceling a wash membership — all go through Rynse. We coordinate the vendor side so you don’t have to.
1

Email support@gorynse.com

Send an email to support@gorynse.com describing what you need. If your organization uses the Rynse vehicle request form (a Smartsheet link shared during onboarding), you can submit there instead — either way you’ll get a confirmation receipt.
2

Include the vehicle details

For each new vehicle, send: Description (year, make, model, and your internal name), VIN, License plate and state, External ID, and the Facility to assign it to.For changes to existing vehicles, just include enough to identify it — VIN or External ID works.
3

We handle the vendor side

Your account team coordinates with the wash vendors to enroll, re-enroll, or remove the vehicle. The list updates once the change is live.
Decommissioning a vehicle? Ask us to archive it rather than delete it. Archiving stops billing and removes it from dashboard filters, but keeps the transaction history under the Archived tab.

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Fleetio customers

See a blue Synced with Fleetio banner above the table? Fleetio is your system of record — make vehicle changes in Fleetio, not by emailing support, and they flow into Rynse automatically. See the Fleetio integration for what syncing covers.

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What to expect after a request

1

Rynse confirms receipt

You’ll get a confirmation email (or a form receipt). If nothing arrives within a few hours, email support@gorynse.com to confirm before assuming it’s in progress.
2

Rynse coordinates with the vendor

Your account team works the vendor side — enrolling or removing the vehicle, updating license plate recognition (LPR) records, and issuing or closing the card.
3

Change goes live

  • New vehicles: Typically active within 3–5 business days, depending on vendor processing.
  • Deactivations and removals: Allow 24 to 48 hours for wash access to fully close. During that window the vehicle may still complete a wash, and you may be responsible for charges incurred before deactivation finishes.
If the timeline has passed and the vehicle still isn’t active, don’t assume it’s still in progress — activation can stall if a vendor hasn’t processed the enrollment. Email support@gorynse.com with the vehicle’s VIN or plate and reference your original request, and we’ll check the vendor-side status and push it through.
For urgent activations, say so when you email support and we can escalate to the vendor.

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Vehicle history follows the vehicle, not the card

Every wash, fuel stop, and visit is attached to the vehicle, not the card that paid. When a card is closed and reissued, the new card inherits the full history — so closing a card never loses it.

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Actions you can take from this page

For one-off situations, tick the checkbox on one or more rows and use the buttons below the table. The key difference between the two card actions: freezing is reversible (like asking your bank to pause a card), while closing is permanent and requires a new card.

Freeze Card

Temporarily disable the selected cards. Transactions are blocked until you unfreeze. Use when a vehicle is out of service or a card is misplaced.

Close Card

Permanently close the selected cards. A closed card can’t be reopened — a new one has to be issued. Use for confirmed lost, stolen, or compromised cards.

Change Facility

Reassign the selected vehicles to a different facility (e.g., after a depot move). Affects how their spend is bucketed on the dashboard and invoices.

Archive Vehicle

Decommission the selected vehicles. They move to the Archived tab, stop counting toward utilization, and stop being billed. Transaction history stays accessible.
Close Card is permanent. If you’re not sure a card is gone for good, freeze it first and email support — a frozen card can always be unfrozen; a closed one requires re-issuing.

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A note on timing

Transactions and visits reflect what vendors have reported to us. Vendor usage reports typically arrive in the first week of each month for the previous month — so a brand-new vehicle won’t show usage right away, even if drivers are washing.

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Common card questions

No — cards arrive ready to use. The activation slip in the envelope is for a different program; throw it away.
No. The card is tied to a vehicle, not a person.
Card numbers are random, not sequential by vehicle. Use the External ID column or the Name on Card field — many fleets put the unit number or department there.
No — every transaction is attributed to the vehicle, not the driver. To control timing or usage, ask about schedule and per-transaction caps in Spend Controls.
No — email support@gorynse.com with the vehicles that need cards and we’ll handle production and shipping.
No. The name is physically embossed and can’t be changed after production. If you need a different label, request a re-issue.