> ## Documentation Index
> Fetch the complete documentation index at: https://docs.gorynse.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Your fleet roster

> View every vehicle enrolled in your Rynse program, filter by card or membership status, and take quick action on a card.

The **Organization → Vehicles** page at [app.gorynse.com](https://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.

<Info>
  **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](#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.
</Info>

## 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:

| Tab          | Shows                                       |
| ------------ | ------------------------------------------- |
| **All**      | Every active vehicle                        |
| **No Card**  | Active vehicles with no Rynse card attached |
| **Card**     | Active vehicles that have a card            |
| **Archived** | Vehicles decommissioned from the program    |

<Tip>
  **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.
</Tip>

### 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.

## What the columns mean

Most columns are self-explanatory — **Created**, **Facility**, **Description**, **VIN**, **License Plate**, and **Asset Type**. A few are worth calling out:

| Column           | What it means                                                                                              |
| ---------------- | ---------------------------------------------------------------------------------------------------------- |
| **External ID**  | Your own asset number — shows on tables and invoices so you can reconcile to your records                  |
| **Card**         | Last 4 of the attached card. A red card icon means no card; a bank icon means an on-demand funding account |
| **Name on Card** | The name embossed on the card. Many fleets use it as a department or account code                          |
| **Spend Policy** | What this card can be used for — hover for details                                                         |
| **Services**     | Wash programs the vehicle is enrolled in — hover for the vendor list                                       |

<Note>
  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.
</Note>

### 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](/rynse-web/spend-controls) for what each rule does.

### 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](/mobile-wash/overview)). Hover an icon for the vendors covered; a dash (`-`) means no wash program.

## 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.

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Tip>
  **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.
</Tip>

### Fleetio customers

<Note>
  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](/integrations/fleetio) for what syncing covers.
</Note>

## What to expect after a request

<Steps>
  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

<Warning>
  **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.
</Warning>

<Tip>
  For urgent activations, say so when you email support and we can escalate to the vendor.
</Tip>

## 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.

## 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.

<CardGroup cols={2}>
  <Card title="Freeze Card" icon="snowflake">
    Temporarily disable the selected cards. Transactions are blocked until you unfreeze. Use when a vehicle is out of service or a card is misplaced.
  </Card>

  <Card title="Close Card" icon="ban">
    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.
  </Card>

  <Card title="Change Facility" icon="building">
    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.
  </Card>

  <Card title="Archive Vehicle" icon="box-archive">
    Decommission the selected vehicles. They move to the **Archived** tab, stop counting toward utilization, and stop being billed. Transaction history stays accessible.
  </Card>
</CardGroup>

<Warning>
  **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.
</Warning>

## 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.

## Common card questions

<AccordionGroup>
  <Accordion title="Do drivers need to activate the cards?">
    No — cards arrive ready to use. The activation slip in the envelope is for a different program; throw it away.
  </Accordion>

  <Accordion title="Do drivers need to sign the back of the card?">
    No. The card is tied to a vehicle, not a person.
  </Accordion>

  <Accordion title="The last 4 doesn't match my asset number — how do I match a card to a vehicle?">
    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.
  </Accordion>

  <Accordion title="Can I get driver-level attribution?">
    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](/rynse-web/spend-controls).
  </Accordion>

  <Accordion title="Can I order more cards from the portal?">
    No — email `support@gorynse.com` with the vehicles that need cards and we'll handle production and shipping.
  </Accordion>

  <Accordion title="The name on the card is wrong — can it be changed?">
    No. The name is physically embossed and can't be changed after production. If you need a different label, request a re-issue.
  </Accordion>
</AccordionGroup>