Tenants

Reference

A tenant is a fleet company using the platform. Its record holds the company's legal and contact identity, a single Vietnamese tax code, the merchants it refuses to trade with, and the settings its users and drivers work under.

Overview#

Every vehicle, driver and order belongs to exactly one tenant. A user account belongs to a tenant, to a merchant, or to neither for platform staff, and tenant users see only their own company. The tenant's legal identity is its tax code: the record carries one tax code and no separate business-registration number. Tenants are created and maintained by the platform; the portal has no page that creates a tenant.

Fields#

No form in the web portal edits the name, country, contact details or tax code; ask the platform operator to change them. The tenant's own detail page shows the name, country, email, phone and address, but not the tax code or website.

Tax code#

• A tax code is either 10 digits (the company itself, for example 0101234567) or 10 digits, a hyphen and a 3-digit branch suffix (for example 0101234567-001). The branch form is 14 characters long.
• Any other value is refused with "Enter a valid Vietnamese tax code: 10 digits, optionally followed by a 3-digit branch suffix (e.g. 0101234567 or 0101234567-001)." Spaces before or after the code are removed when it is saved.
• The field may be blank, because not every tenant has a tax code recorded.
• A tenant stores one tax code, normally its 10-digit parent code. Companies with several legal entities or several tax codes are not modelled.
• Merchants see the tax code next to the tenant's name on refuel, purchase and work order lists and detail pages in the portal, and in the Merchant App's order detail and order confirmation screens. Tenant users do not see these tenant and tax code rows on their own orders, because each side sees only the other party; platform operators see both parties.
• When the platform itself generates a VAT invoice and the buyer tax code would otherwise be blank, it fills it from the tenant's tax code. A buyer tax code fetched from an invoice provider is never overwritten. See VAT invoices.

The tenant detail page#

Tenant users with access open their own company from Tenants in the sidebar, which goes straight to their tenant's detail page. The page is made of cards; some appear only to roles with the matching permission.

The settings are described on Choose which photos your drivers must take and Blocked refuels and supervisor approval. Audit logs opens the tenant's change history for roles that can view the audit log; see Audit log.

Excluded merchants#

An excluded merchant, and all of its stores, are no longer offered to the tenant's users and drivers. All store visibility rules are on Which stores tenants and drivers can see. The steps are on Stop your fleet from using a merchant.

The same Excluded Merchants card also appears at the bottom of the Edit Settings page.

• The Excluded Merchants card lists the excluded merchants by name, or "No merchants excluded."
• Users who can change the tenant pick one or more merchants and choose Exclude, or choose Remove next to an excluded merchant. The list updates without reloading the page.
• Other roles see the list read-only, without the picker or the Remove buttons.
• Only active merchants can be added. A merchant that was later delisted stays on the list and can still be removed.
• Excluding a merchant that is already excluded creates no duplicate. When every active merchant is excluded, users who can change the tenant see "All merchants are already excluded."
• Each addition and removal is recorded in the tenant's audit log.
• A tenant user can change only their own tenant's list; another tenant's list answers "not found".

Departments#

A tenant groups its users and vehicles into departments. A department has a name, unique within the tenant, and a description. Its edit form, not the create form, carries an Active switch. Departments have their own Departments page in the sidebar; see Manage departments.

Finding a tenant#

Platform operators work from the Tenants list, which shows #, Name, Country, Email and Status for every tenant.

• The search box, "Search by name, email or ID…", matches part of a tenant's name or email, or a tenant's exact ID.
• An ID matches only when the whole number is typed. Part of an ID, such as its first seven digits, does not match by ID, though it still finds names or emails that contain those digits.
• Spaces around the search text are ignored, and text that is not a plain number never causes an error.
• The Status filter offers All, Active and Inactive and starts at All, so a delisted tenant is found with no filter set. Search and the Status filter combine.
• The Excel export follows the search and filter and has the columns #, Name, Country, Email and Status.

Search never widens what a user may see: a tenant user's list holds only their own company, so searching for another tenant's ID returns nothing.

Permissions#

Roles and grants come from the permission groups; delisting is limited to platform operators by the status page itself. Merchants never open the tenant detail page or a general tenant directory: they see a separate billing page with the tenant's name, tax code, address, email, phone, country and website only. The steps are on Look up a customer's billing details. Users of a delisted tenant can no longer open their own tenant page.

Related#

• Merchants
• Stop your fleet from using a merchant
• Manage departments
• Active and inactive records
• Look up a customer's billing details
• Which records each user can see