Know your hirers

The Hirers directory: every hirer who has checked in, their hire history, total spend, verification and reliability counts, and your private notes.

Every hirer who completes a check-in lands in your Hirers directory, inside the Bookings room. It is the customer book most hire firms keep in their head, written down: who has hired from you, how often, what they spent, and how each hire went. A returning hirer is matched by phone number, so the history follows the person, not the booking.

The directory

On a computer the sidebar lists All hirers, Repeat hirers, On hire now and Blocked, each with a count, and Flagged by your team under Saved views once you have flagged someone. Search by name, phone, email or a car they hired. The table shows each hirer's name, their number with all but the last three digits hidden, how many hires they have had, when they last hired, what they have paid you, and where the record of their last hire stands. A hirer on your blocklist carries a red Blocked pill.

A record stands at one of these: Open while the hire is running, Sealed clean once it is sealed with no dispute and no deposit kept, Part kept or Deposit kept when you kept some or all of the deposit, Disputed when there is a dispute, Closed, no seal for a hire closed before records were sealed, and Cancelled. These say what you decided and what is on record. KeyProof never judges damage.

The hirer panel

Pick a hirer and their panel opens beside the table. If you have blocked them, a red banner at the top says so, with your reason. Rebook starts a new hire with their name, mobile, email and the last car they took already filled in, if that car is still in your fleet; you choose the dates. Block adds them to your blocklist, and Unblock takes them off it (only the firm's owner can do that). Then:

• Hirer: their hires, total spent, when they first and last hired, and on how many of their hires the ID check passed and the licence was checked. Total spent is your own paid ledger: real logged money, never an estimate.
• Hire history: every hire loaded for them, newest first, with its dates, the record status and the checks on that hire. A carried-forward ID check is labelled as carried forward, and a non-GB licence reads inspected, never verified. Each one opens that booking. All in Bookings lists every hire they have had.
• Private notes: your team's notes on the hirer, and a flag for anyone you want a warning about next time.

On a phone the list is grouped the same way: Blocked, On hire now, Repeat hirers and One hire, with chips to show just one. Opening a hirer gives a screen of its own with the banner, Rebook, their figures, their hire history, and their mobile, email and address with your notes. The menu in the top corner holds Block this hirer, or Unblock for the owner.

Private notes and the flag

If a hirer is on your blocklist, the record says so at the top, with your reason. All of it is advisory: KeyProof warns, it never blocks a booking on its own. See Team access, branding and the blocklist.

The directory is your firm's own private history, built from your own bookings and never shared with any other operator. It follows the same retention as everything else: booking records auto-delete after 24 months, and your notes on a hirer are removed once no checked-in booking for that person remains. See Hirer data and how long it is kept.

Where it shows up on a new booking

When you raise a booking for a mobile number you have dealt with before, the form tells you: a "Known hirer" line with their hires and disputes, and a warning if they are flagged or on your blocklist, before you go any further. See Create a booking.