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Purpose

FleetCare is a telematics provider used by most WA Government organisations.

PoolCar integrates with FleetCare and relies on the telematics data for accurate odometer readings as well as trip and location data.

How It Works

When customers come on board and require FleetCare telematics integration, PoolCar enables a robot in the back-end of the system. PoolCar can then submit an API to FleetCare nightly to sync telematics data. It is the customer's responsibility to flag the vehicles on the FleetCare portal to pull through to PoolCar. There should be a field in their system named ‘PoolCar’ which can be set to True or False.

Any ’assets’ (i.e. fuel cards, trackers, etc.) that we receive from FleetCare will be uploaded into the vehicle register - if that information is coming from FleetCare they'll appear in the next upload, even if those ‘assets' are not vehicles.

You will need to flag them as not pool cars in FleetCare (there's an option on assets in FleetCare to have them sent to PoolCar).

Once the odometer readings are synced in PoolCar, the system will identify any key on to key off periods (trips) within the booked time and attribute the odometer value of those trips to the corresponding booking in PoolCar. The Internal Charging Report uses the charge out rates and the telematics data to calculate charges.

If the customer is actively managing the Servicing Register, it’s the odometer values from the telematics integration that’s used to determine how close the vehicle is to its next service date.

New Fleet Vehicles

The customer needs to mark the ‘PoolCar’ field as ‘True’ in the FleetCare Portal. Note this will not be visible immediately but should appear the next day once the overnight robot has run.

The fields that are imported from FleetCare are as follows:

1. Rego

2. Cost centre

3. Make

4. Model

5. Year

6. Body type

7. Colour

8. Number of Seats

9. Number of cylinders (engine)

10. Fuel type

11. Chassis number

12. Has tow ball

13. Is automatic transmission

14. Date delivered

15. Cannot be booked before date

16. Cannot be booked after date

17. Fleet number (FleetCare Id)

18. Most recent odometer reading and date

The vehicle will go into an ‘unassigned’ state and will need to be assigned to a Pool via the Asset Register.

Sold/Returned to Lease Company

Vehicles must be flagged as non-PoolCar in FleetCare at least 1 day ahead of deletion/deactivation within FleetCare due to a known limitation that results in PoolCar not being informed of a vehicle’s deletion via the API. This results in the vehicle not being automatically archived. Alternatively, if a vehicle was deleted from FleetCare and not archived in PoolCar then the vehicle can safely be archived in PoolCar manually.