For owners: your workspace and billing

This page is for the person who runs the business — setting up the workspace, the team, and the subscription.

Starting a workspace

Sign up at onlot.app/signup: pick your business name and your .onlot.app address, and complete checkout. Your workspace is provisioned within a minute or two, and your password setup link arrives by email.

Need a different address later? Open a support request from your customer portal — address changes are handled by the OnLot team, and your old address keeps working as an alias so bookmarks and emailed links don't break.

Current plans and pricing live at getonlot.com.

Billing

Payment is handled by Stripe's hosted checkout — card details never touch OnLot's servers. If a payment fails, you'll have a grace period to update your card before the workspace is paused; nothing is deleted, and access returns as soon as billing is settled.

Setting up your team

From Settings → Users you can:

Invite staff by email, or create accounts with a temporary password.
Assign roles — Admins manage settings and users; Staff run the whole day-to-day; Counter Staff handle check-outs, reservations, and customers; Shop Staff handle issues, work orders, inspections, and parts. Everyone can see everything — roles control what people can do.
Your own account is the Owner: it always has full access, and no other admin can change, demote, or deactivate it.
Deactivate people who leave (accounts are deactivated, never deleted, so history stays intact).

Making OnLot yours

Settings (bottom of the sidebar) is organized into sections — General, Appearance, your rental settings, Online Booking, Security, and Modules — and control your business name, logo, an accent color that themes the whole app (buttons, links, the sidebar — generated from one color you pick), your own browser-tab icon, terminology (call your units vehicles, carts, scooters — whatever fits), and which modules are switched on: reservations, tickets, waivers, inspections, work orders, and more. Your customers and staff see your brand inside the workspace; OnLot stays out of the way.

If the automatically generated hover shade feels too bright for your brand, pick your own hover & secondary shade next to the accent color — a live preview shows both before you save.

Your own knowledge base

The Knowledge Base module (in the sidebar) is your team's in-app documentation: procedures, checklists, policies, notes — written and read right inside OnLot. Everyone on staff can read; writing follows the maintenance permission (admins, general staff, and shop staff by default — tune it per role under Roles & Permissions). Articles are plain text with optional light formatting and a live preview, organized by free-form categories, searchable, and drafts stay visible only to writers until published. Procedures can reference each other: write [[Another Article's Title]] and it becomes a link, each article lists what links to it, and renaming an article fixes every reference automatically. Articles take attachments too — embed photos right in the text, attach PDFs and spreadsheets as downloads; files are private to your staff and share the document storage quota. Perfect for "how do we handle a damage claim" or the morning opening routine — the answer lives where your staff already work.

The TV wall display

TV Board Mode (at the bottom of the sidebar) is a dark, auto-refreshing wall display of live availability per unit type. Under Settings → Appearance you decide what it shows when the screen faces customers: hide the red overdue list entirely, or keep it but drop customer names so the wall never shows who's late.

Online booking (storefront)

Switch on Online Booking under Settings → Modules and your workspace gets a public storefront at your-workspace.onlot.app/book — your logo, your accent color, your catalog as browsable cards with photos and prices. Customers browse first and pick an item; each item has its own page (a shareable link like /book/item/22ft-pontoon) with its photos, full description, and the right booking flow for what it is. Availability is honest everywhere — the same projected-availability math your dispatch board uses, including holds from other people mid-checkout.

Two kinds of item, one storefront:

Rentals — the item page asks for dates (or a time and a half-day/full-day block for hourly items), quotes the price with any add-ons, and books in under a minute.
Experiences — tours, lessons, guided trips. An experience runs on sessions (a weekly schedule generates them; you can add one-offs or cancel a day for weather, and cancels stick) with per-person prices — Adult, Child, whatever fits — plus optional add-ons sold beside the seats (a photo package, a souvenir) at a flat price each. Customers pick a date on a calendar, see seats left per time, and book their party; your Reservations board shows the booking as guests on that session with the extras noted.

Two payment modes, automatically:

Request to book — out of the box, bookings arrive as pending reservations with an "Online" badge on your Reservations page; your team confirms and the customer gets an email at each step. No payment infrastructure needed.
Deposits via Stripe — connect your own Stripe account (Settings → Online Booking) and set a per-unit (or per-guest) deposit on each bookable item. Customers pay the deposit on Stripe's secure checkout page to confirm instantly; the money lands in your Stripe account, and card details never touch OnLot. Abandoned checkouts release their held units automatically.

What's bookable — rates or per-person tiers, session schedules, deposits, public photos and descriptions — is set in the Catalog (Fleet → Catalog): every item has an editor whose panes fit its kind, and "New item" asks which kind you're creating.

Staying informed

What's New — your avatar menu → What's New inside every workspace shows OnLot's release notes, newest first, so your team sees what changed without leaving the app. The full searchable changelog lives in your customer portal at changelog.onlot.app.
System status — onlot.app/status shows live component health, checked every five minutes. Bookmark it for the "is it just us?" moments.
Announcements — maintenance windows and service notices appear as banners in your customer portal.