Smartrak
Pool Booking
Administrators Guide
July 2012
Disclaimer | This document represents the software at the time of release. Smartrak Limited reserves the right to make changes to specifications without notice. |
Copyright | © Copyright 2012 2015 Smartrak Limited. Smartrak is a registered trademark of Smartrak Limited. All rights reserved. |
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- A new booking is created
- A booking is updated by the user who made the booking, the driver or and administrator.
- A booking is cancelled by the auto updater
- A booking is transferred to a new vehicle by the auto updater
- An available replacement booking could not be found by the auto updater
- The Late Return option is set to "Notify Driver" and the vehicle has not returned 15 minutes before the start of a booking.
- A passenger is added to or removed from the booking.
- A booking requires approval
- A booking is approved or declined.
- A vehicle hasn't been checked out 15-60 minutes after the start of the booking (depending on settings).
Approvals
If the vehicle being booking booked requires approval, then the booking is created with a status of 'Unapproved' and an approval request email is sent to the either the vehicle custodian if one is assigned to the vehicle, or, if not, the booking administrators. Note that all Booking Administrators will get an approval request email.
If a vehicle has a Custodian assigned, they Custodian will receive the approval email instead of the Booking Administrators.
When an approved booking is edited, it will be reverted to unapproved and another approval request email will be sent to the approver if any of the following details of the booking are changed:
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Virtual units need to be manually checked out and checked in so that they can be reported on and removed from the "My Bookings" menu. Users and Administrators can also manually check in/out any bookings (based on system settings). This is useful for times when a vehicle is booked but not used in a way the system expects e.g. if a driver needs to pack up the vehicle for their trip but will not leave the geofence within the cancellation time.
Auto cancellation
If a vehicle has not been checked out 30-60 minutes (depending on system settings) after the start of the booking and the vehicle is tracked, then the auto updater will cancel the booking and send a notification and calendar update to the interested parties. Bookings only get cancelled it the vehicle is still inside its base geofence and there is no key on event since the start of the booking.
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- Notify Driver: If the vehicle is outside the geofence 15 mins before the start of the booking, then the system will send an email to the driver to let him know that the vehicle they booked hasn't returned from its previous booking yet.
- No Action: Nothing for the system to do here.
My Bookings
Booking Bookings in the "My Bookings" menu will disappear 3 days after being checked in.
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Vehicle pools are implemented in pool booking by using the standard Smartrak group permissions system, a group may be set up to represent each pool, including a group for the default pool.
When the system is searching for a vehicle for the user it will first search all of the groups assigned to the user except the default pool, then, if none are found it will search the default pool. This only apples when "User Vehicle Choice' is turned off.
Passengers
For FBT compliance reasons the system doesn't The system will now allow you to add passengers to a booking if the booking is overnight, this is set in the system settings and defaults to not allow overnight passengers.
Default Pool
The default pool will be chosen last by the automatic allocation process.
The recommended setup is as follows:
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