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Business Applications

Business Applications can be accessed on the HOURCAR and Evie Carshare websites. Once completed, the form submission is sent to Member Services for processing.

Creating Business Accounts

Member Services creates new organization accounts from the business account portal. The business portal uses the same login info as the main Vulog page.

For new businesses applying as Partners, please see Business Partnerships.

Create Business Account

  1. To create business account:

    • Select the “Create” button in the top right corner of the Business tab page.

    • Using the information submitted by the organization, fill out all available fields.

    • Set VAT as HC00.

    • Set billing group to business or non-profit

    • Set "Generate Invoice" to Monthly

    Note

    If you get an error code, leave the billing group blank until the organization account has been created. Then set the billing group as business/non-profit.

  2. Send invite in the business portal to the person who applied.

  3. Add the organization to Business Membership Billing.xlsx.

  4. Send “New business or non-profit account” email to person who applied - this will be the admin.

    • The business admin needs to create a personal account before we can proceed with approving their business account.

⌛ Wait for admin to apply ⌛

Approve Admin

  1. Once admin applies, validate and approve their user profile. You'll have to do this for both their personal profile and business profile.

    • Business account applications are processed in the same manner personal accounts within the “Users” tab of Vulog.

    • For admin-only accounts, suspend driving privileges for their account.

  2. Set this person as business owner in the business portal

    • This is done by selecting the member as Business Owner in the Business details page. This is different from Delegated Admin, which is used for a secondary Admin role and cannot edit billing but can invite users.

  3. Send “Business Owner welcome” email to the owner.

⌛ Wait for owner to add card on-file ⌛

Approve Business Account

  1. Once they’ve added a card on-file, the business status should automatically switch to "Approved".

    • Cards can be viewed under the “Payment Details” tab of their business account

  2. Create promo code with format NAME0000 (with NAME being name of business) that expires in 2050 and has 15 of registration credit.

  3. Add the promotion code to the Business Membership Billing spreadsheet.

Adding Business Members

  1. Process the application as normal. Make sure to approve both personal and business profiles

    • If user did not exist before, their personal profile will show as “unregistered”. Approve their personal profile so they can add a card and drive on it if they want in the future.

    • If the user existed before, they show up in Pending at their original application date, with a second service to approve.

  2. Send “new business member” email to member

    • Cc the business owner on their approval email. If member is rejected, this email can just go to the member, business owner should not be cc’d

    • Include promo code for personal account use

  3. Update the number of approved members on the Business Membership Billing spreadsheet. Number of members is found under the “Users” tab of the organization account

  4. If the org has more than 5 members, charge the registration fee to the business portal for the new applicant

Cancelling Business Accounts

  1. Make note in comments of the organization account that they have requested to cancel.

  2. Change organization account status to suspended

  3. Inactivate all user accounts from Business Portal. This will remove them from the business and leave their personal profile intact.