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Email notifications
The system send sends emails to users when the following events occur:
A new booking is created
A booking is updated by the user who made the booking, the driver or and an 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).
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If the vehicle being 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, the 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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Within 5 minutes of a vehicle exiting its base geofence it will be checked out by the booking auto-updater, and similarly within 5 minutes of it re-entering its base geofence it will be checked in automatically by the auto-updater.
If a vehicle is booked for a full day but taken out of the geofence the night before and returned the day after, the auto-updater uses the first key on of the day and the last key off of the day as the check-in/checkout time.
The booking auto updater tries to find the geofence enter/exit event closest to the booking start/end times to use for the check-out/check-in time. If the geofence enter time is after the booking end time then the booking is updated at the next 5-minute execution of the booking auto-updater, if, however, the geofence enter time is before the end of the booking then the system waits to see if there another geofence enter event closer to the end of the booking after the booking end time. This is in case the driver takes the vehicle in and out of the geofence more than once during the booking.
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The background booking updater process runs once every 5 minutes, so you won't see changes to the status of booking's bookings immediately when they move in/out of their base geofence, you will see these changes occur within 5 minutes of the event occurring that triggers the change in status.
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Users and Administrators can also manually check-in/out bookings (may be limited by 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.
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If a vehicle has not been checked out 30-360 minutes (depending on system settings) after the start of the booking and the vehicle is tracked, then the booking auto-updater will cancel the booking and send a notification and calendar update to the interested parties. Bookings only get cancelled can cancel if the vehicle is still inside its it's base geofence and at the time the booking is due to cancel, even if there is no a key-on event that has occurred since the start of the booking.
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The default pool will be chosen last by the automatic allocation process.
The recommended setup is as follows:
Assign all the vehicles that a user should be able to book (including vehicles in the default pool) to a group, (let's call it 'All Vehicles'),
Create another group (let's call it 'Default Pool') and assign to it all the vehicles that you want to system to choose last.
On the Systems settings screen, select the Default Pool in the indicated field.
In the Admin system permissions section, only assign the 'All Vehicles' group to the user(s), if you also assign the 'Default Pool' to the user then they will be able to select this group in the group drop-down when they're making a booking thus defeating the allocation priority.
If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk