Most changes go through Rynse. Adding or archiving a vehicle, swapping a card between vehicles, ordering new cards, and changing memberships are all handled by your CS team — see Asking us to make changes below. Click any vehicle row to open the Vehicle dialog, where you can edit External ID directly. Other identification fields (VIN, license plate, make / model / year) are read-only and managed by CS. Card status actions (Freeze Card, Close Card, Change Facility, Archive Vehicle) are covered further down.
How it’s organized
The page opens on the Organization Vehicles table — every active vehicle in your fleet, one row per vehicle. Click any row to open the Vehicle Info dialog with the full detail view (VIN, plate, external ID, facility, card, memberships, schedule, and recent activity).View tabs
Four tabs at the top right of the table switch what’s in the list:| Tab | Shows |
|---|---|
| All | Every active vehicle in your fleet |
| No Card | Active vehicles that don’t currently have a Rynse card attached |
| Card | Active vehicles that do have a card attached |
| Archived | Vehicles that have been decommissioned from the program |
Membership filter
If any of your vehicles are enrolled in wash memberships (pay-as-you-go or unlimited at a specific vendor), a Membership dropdown appears next to the view tabs. Use it to narrow the list to vehicles enrolled with a specific vendor and plan type — for example, “Quick Quack — Unlimited” or “Flagstop — Paygo”. Pick All to clear the filter.What each column means
| Column | What it means |
|---|---|
| Created | When the vehicle was added to your program |
| Facility | The facility this vehicle is assigned to. Used for cost breakdown on the dashboard and on invoices. |
| Description | Year / make / model, plus your internal name or unit number |
| VIN | Vehicle identification number |
| License Plate | The plate vendors use to identify the vehicle, especially at LPR locations |
| External ID | Your own asset number — surfaces on tables and invoices so you can reconcile back to your internal records |
| Asset Type | Category of the vehicle (e.g., sedan, van, heavy duty) |
| Card | Last 4 of the Rynse card currently attached. No card attached: a red card icon appears instead of digits. On-demand funding accounts: a bank icon appears in place of the card icon. |
| Name on Card | The name embossed on the physical card. Many customers use this field as a free-text department or account code. |
| Spend Policy | The rules that govern what this card can be used for. Hover for details — see below. |
| Services | Icons for each membership type enrolled on the vehicle. Hover for the vendor list. |
Memberships is a column too, but it’s hidden by default to keep the table readable. If you want it on screen, click the columns icon above the table header and toggle Memberships on. The same information is available at a glance in the Services column.
Spend Policy column
The Spend Policy column is the most information-dense column on the page. Hover over it to see a tooltip with up to four sections:The padlock icon means merchant rules are configured — not that the card is frozen. The padlock indicates the card has spend-category restrictions; the punch-clock icon next to it (when present) indicates an active schedule constraint. See Spend Controls for what each rule type does.
Policy
Policy
The named spend policy applied to this vehicle (e.g., “Standard Wash Policy”). The tooltip shows the policy’s description and each rule inside it — for example, a per-transaction cap, a monthly cap, or an allowed merchant list.
Organization Rules
Organization Rules
Rules that apply across your whole organization — for example, “no spend on weekends” or “block fuel purchases org-wide.” If you only see a single gray chip in the Spend Policy column, that’s an org-level rule applying because the vehicle has no specific policy of its own.
Merchant Rules
Merchant Rules
The list of approved spend categories for this card — Car Wash, Fuel Gas, EV Charging, Preventative Maintenance. The padlock icon in the column means merchant rules are configured.
Schedule
Schedule
Any time-of-day or day-of-week restrictions on the card. The clock icon in the column means a schedule is configured.
Services column
The Services column uses icons to show what kinds of programs each vehicle is enrolled in:- Payments icon — Pay-as-you-go enrollment (pay per wash)
- Verified icon — Unlimited membership (flat monthly fee, unlimited washes at that vendor). The fee only applies in months the vehicle actually washes — a month with zero washes incurs no unlimited fee.
- Membership card icon — Other / legacy enrollments
-) means the vehicle isn’t enrolled in any wash program.
Asking us to make changes
Changes to the vehicle roster — adding a vehicle, editing details, swapping a card to a different vehicle, archiving a vehicle, attaching or canceling a wash membership — all go through Rynse. We coordinate the vendor-side updates so you don’t have to.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 your CSM shared during onboarding), you can submit there instead — you’ll get an automated confirmation receipt either way.Include the vehicle details
For each vehicle, send:
- Description — year, make, model, and your internal name if you use one
- VIN
- License plate and state
- External ID — your internal asset number
- Facility — which of your facilities the vehicle should be assigned to
Fleetio customers
What to expect after requesting a change
Once you’ve submitted a vehicle addition, deactivation, or any other roster change, here’s what happens — and how long each step takes.Rynse confirms receipt
You’ll get a confirmation email (or a Smartsheet form receipt, if you submitted via form) acknowledging the request. If you don’t receive one within a few hours, email
support@gorynse.com to confirm it was received before assuming it’s in progress.Rynse coordinates with the wash vendor
Your Customer Success Manager works the vendor side — enrolling or removing the vehicle from the wash program, updating license plate recognition (LPR) records, and issuing or closing the card. This step can involve multiple vendors depending on your program.
Change goes live
- New vehicle additions: Typically active within 3–5 business days, depending on vendor processing time. The vehicle will appear in your Vehicles list and the card (or plate) will be recognized at the wash once activation is complete.
- Vehicle deactivations and removals: Allow 24 to 48 hours for wash access to fully close at the vendor. During that window, the vehicle may still be able to complete a wash — you may be responsible for any charges incurred before deactivation is fully processed.
Vehicle history follows the vehicle, not the card
Every wash, fuel stop, and visit is attached to the vehicle, not the card that paid for it. So when a card is closed and reissued, the new card inherits the same vehicle history — open any vehicle row and the clock icon shows the full timeline regardless of which physical card was used. This is why “I closed the card, where did the history go?” is never a real problem in Rynse.Actions you can take from this page
For one-off, time-sensitive situations, the table offers four bulk actions you can run yourself. Tick the checkbox on one or more rows, then use the buttons below the table. Quick read on the two card actions: freezing is reversible — like asking your credit-card company to pause a card. Closing is permanent — a new card has to be issued. Use freeze for misplaced or temporarily out-of-service vehicles; reserve close for cards that are confirmed lost, stolen, or compromised.Freeze Card
Temporarily disable the selected vehicles’ cards. Transactions are blocked until the card is unfrozen. Use when a vehicle is out of service or a card is misplaced and you want to pause it without canceling.
Close Card
Permanently close the selected vehicles’ cards. There is no way to reopen a closed card — a new card has to be issued. Use this 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 on invoices.
Archive Vehicle
Decommission the selected vehicles. Archived vehicles move to the Archived tab, stop counting toward utilization, and stop being billed. Their transaction history remains accessible.
A note on timing
Transactions and visits on the Vehicles page reflect what vendors have reported to us. Vendor usage reports typically arrive in the first week of each month for the previous month’s activity — so a brand-new vehicle won’t show usage immediately, even if drivers are washing. If you’ve made a change and don’t see it within a few business days, emailsupport@gorynse.com.
Common card questions
Do drivers need to activate the cards?
Do drivers need to activate the cards?
No — cards arrive ready to use. The activation slip that ships in the envelope is for a different program; you can throw it away.
Do drivers need to sign the back of the card?
Do drivers need to sign the back of the card?
No signature required. The card is tied to a vehicle, not a person.
The last 4 of the card doesn't match my asset number — how do I match a card to a vehicle?
The last 4 of the card doesn't match my asset number — how do I match a card to a vehicle?
The card numbers are random and not sequential by vehicle. Use the External ID column (your own asset number) or the Name on Card field — many fleets put the unit number or department there so the card is identifiable at a glance.
Can I get driver-level attribution (e.g., who washed using this vehicle's card)?
Can I get driver-level attribution (e.g., who washed using this vehicle's card)?
No — Rynse attributes every transaction to the vehicle, not the driver. If you need to control timing or limit usage, ask your CSM about schedule and per-transaction caps in Spend Controls.
Can I order more cards from the portal?
Can I order more cards from the portal?
No — new cards are ordered by your CSM — email
support@gorynse.com with the vehicles that need cards and we’ll handle production and shipping.The name on the card is wrong — can it be changed?
The name on the card is wrong — can it be changed?
No. The name on the card is physically embossed and can’t be changed after production. If you need a different label, request a re-issue and we’ll print a new card.