Smartrak
Pool Booking
User Manual
2014
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 2014 | _GoBack | _GoBack | Smartrak Limited. Smartrak is a registered trademark of Smartrak Limited. All rights reserved.
Document Control
Title & Part Number | Smartrak Pool Booking User Manual |
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Contents
Introduction
Introduction to Pool Booking
Accessing Pool Booking
Getting Started
System Settings
Manage Categories
Manage Locations
Manage Plant Types (vehicles)
Manage Plant Types (small plant)
Add or Update Plant
The Booking Chart
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Introduction
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Introduction to Pool Booking
The Pool Booking system enables companies to assign a group of vehicles to a pool in order to make them available to be booked by users. The system can be customised to either allow users to choose their own vehicles, or have the system allocate one for them. Reports are available to represent usage costs by a range of parameters and booking exceptions.
Note: For the purposes of this document, 'Plant' is used as a generic term for both vehicles and small plant (such as chainsaws etc.)
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Accessing Pool Booking
If you have been granted access to the Pool Booking system, an option will be presented on the main menu when you log in, as shown in the image below. Clicking on this link will take you to the Pool Booking section of the Smartrak mapping site.
Click the Bookings button to access the Pool Booking system.
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Getting Started
Business Requirements (Booking Administrators only)
The first thing you need to do is make some decisions about how you want the booking system to work for your organisation. There are some options that you need to consider. These are:
- Do you want each booking to be approved before a vehicle can be checked out?
- Do you want to categorise your vehicles and plant? For example you might create a category called "City Runabouts" and one called "Inter City Vehicles". This will enable users to filter the list of available vehicles according to their needs.
- Do you need to keep track of vehicle costs by Cost Centre?
- Do you need to account for costs by Job Number?
- Do you want to allow users to choose their own vehicle or have the system choose a vehicle for them?
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System Settings
All of these options can be configured on the System Settings screen on the Admin menu. Adds an additional category field to each plant item, plant can be filtered by category when making a booking. Categories can be defined by the booking administrator. Adds an additional cost centre field to each booking; booking usage reports can be grouped by cost centre. Cost centres can be defined by the booking administrator.
Adds an additional job number field to each booking; booking usage reports can be grouped by job number.
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Manage Categories
Categories enable you to separate your vehicles and plant into groups which provide a useful distinction for users when making a booking. For example you might create a category called "City Runabouts" and one called "Inter City Vehicles". This will enable users to filter the list of available vehicles according to their needs.
Click 'Delete' to delete a category. This button will be disabled if there are any plant items belonging to this category. In this case you will need to go to each of these plant items and change the category to something else before you can delete this category.
Click 'Edit' to edit a category. The category name will appear in the field above where you can change it, then click 'Save'
To create a new Category, enter the name of the category and click Save.
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Manage Locations
Locations are used for the following purposes:
- Each vehicle must have a base location and each location that's used as a vehicle base location must have a Geofence assigned to it. When a vehicle leaves its base geofence, the booking system "checks out" the vehicle. In doing so, it notes the vehicle's odometer reading and date/time against the booking. Conversely, when a vehicle re-enters its base geofence, the booking system "checks in" the booking, i.e. it notes the odometer reading and date/time against the booking. From this data the system can calculate usage costs reports by Vehicle, Driver, Cost Centre or Job number (depending on which of these you have enabled in your system).
- If you have disabled "User vehicle choice" then users will have to enter a Journey-to location when they make a booking. If the location they enter has been setup with a Geofence then the approximate trip distance will be calculated automatically, otherwise the user will have to enter the approximate distance for their trip.
- Click 'Edit' to edit a location. The location name and geofence will appear in the fields above where you can change them, then click 'Save'
Click 'Delete' to delete a location. This button will be disabled if there are any plant items or bookings that reference this location. You may also select the geofence that represents this location on the map, although this is not a required field. If you don't have a geofence defined for the location you can create one on the map.
To create a new Location, enter the name of the location and click Save.
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Manage Plant Types (Vehicles)
Plant types enable you to categorise your plant and vehicles by type. For example you might create plant types for Utes, Vans, Hatchbacks, Station Wagons and Sedans. Select the type of vehicle.
Choose whether or not this plant type is a vehicle (if not then it's a small plant item).
Enter the name of the plant type. We suggest categorising your plant types in a way that is most useful to users when they make a booking. 
Click "Save" to create or update the plant type.
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Manage Plant Types (Small plant)
Plant types also allow you to categorise your small plant.
It's important to categorise your small plant down to the most granular level required to enable users to select them by plant type only.
For example, if you have a range of Chainsaws it is necessary to create a plant type for each type of chainsaw e.g. if you have both 20" and 24" chainsaws you will need to create a plant type for each (Chainsaw 24", Chainsaw 20"). Now the user will be able to select the size chainsaw they need. Select a location where plant of this type is based. A row will appear in the table below where you can enter the number of this type of plant at the selected location. You can select as many locations as you like, each time you do, a row will be added to the table below where you can enter the number of plant at each location.Leave this unchecked for small plant.
Enter the name of the plant type. We suggest categorising your plant types in a way that is most useful to users when they make a booking. 
Enter the number of plant of this type stored at each location. Click "Save" to create or update the plant type.
For each location selected above the corresponding number of plant items will be created. These will be named with the plant type followed by a sequential number, in this example they will be Chainsaw 1, Chainsaw 2, Chainsaw 3 and Chainsaw 4. If you're editing an existing plant type and you increase or decrease the number of a plant, then plant items will be added or deleted accordingly.
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Add or Update Plant
Select "Add Plant" from the admin menu. You will be taken to the following screen which will be described in the sections shown below:
Availability
Associated Plant
Charge out and licence details
Plant Details
Select the vehicle that you want to add to the booking pool.
Manage Plant
Once you select a vehicle above, the name will appear here. You can override it if you wish.
If you have a fixed car park allocated to the vehicle, enter it here. When users make a booking the car park number will be included in their notification email so they will know where to find the vehicle.Registration number, Make, Model and year are display only; these will come through from the admin system. If they have not been entered in the admin system then you won't be able to setup this vehicle. In this case you will need to go the admin site (admin.smartrak.co.nz) and setup these details.Select the Plant type for the vehicle.
Select the Base location for the vehicle.Select the Category for the vehicle (if you have categories enabled).
Enter the range of trip distances this vehicle is to be used for. This is only used by the system if you have "User Vehicle Choice" turned off in your system settings, in which case it is used by the system to choose which vehicle to use for the booking.
Charge Out and Licence Details
Enter the charge out rate per kilometre.Enter the weekly charge out rate.Enter the daily charge out rate.Enter the hourly charge out rate.Enter either the purchase price or the book value, but not both. This will determine the FBT calculation method that's used; either 20% of purchase price, of 36% of book value.Tick all the licence classes that are permitted to drive this vehicle. 
Manage Plant
Charge Out and License Details
The charge out rate used in the vehicle usage cost calculation is as follows:
- 0-24hrs – the Hourly rate is used
- 1-6 days – the daily rate is used
- 7 days+ - the weekly rate is used.
Select the availability type; see below for an explanation of the available options.Availability
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Availability
The following options are available for availability type:
- Always: the plant is always available for bookings – the availability date and grid will not be displayed.
- None: The plant is never available for bookings – the availability date and grid will not be displayed.
- Schedule: The plant is available according to the days of the week and times of the day selected in the availability grid shown above. The availability date will not be displayed.
- Always until: The plant is available anytime of any day of the week until the date in the Availability Date field, from that date onwards the plant is not available at all. The availability grid will not be displayed.
- By Schedule until: The plant is available according to the days of the week and times of the day selected in the availability grid shown above until the date in the Availability Date field, from that date onwards the plant is not available at all.
- None until… then always: The plant is not available for bookings at all until the date in the Availability Date field; from that date on the plant is available anytime of any day of the week. The availability grid will not be displayed.
- None until… then by schedule: The plant is not available for bookings at all until the date in the Availability Date field; from that date on the plant is available according to the days of the week and times of the day selected in the availability grid shown above.
Associated Plant
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Associating small plant items with a vehicle means that whenever the vehicle is booked, then all plant associated with that vehicle is also booked and included in any costing reports for the Driver, Plant, Cost Centre or Job Number associated with the vehicle.
Select the small plant item that you want to associate with this vehicle. Once selected the plant item will be displayed in the table below.
Click "Delete" to disassociate the plant item from this vehicle.
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Manage Plant
The Manage Plant screen displays a list of plant set up in the booking system by plant type. From here you can update plant details. Select the type of plant that you want to update. 
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Bookings
The Booking Chart
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- If you have your system set up to allow users to choose their own vehicle then this is the screen on which users will make their bookings.
- If you system is setup to automatically allocate bookings then the booking chart can be used to view bookings
Shows the date of the first day of the booking chartFilters the list of vehicles displayed in the chart by the selected plant type.Filters the list of vehicles displayed in the chart by the selected category.Filters the list of vehicles displayed in the chart by the selected group.
The Previous and Next buttons allow the user to see the previous or next day, week, or month, depending on the current view.Changes the view to a single day, week, or a 48 day period which encompasses a month.Hover over the booking to see its details.Hover over the vehicle to see its details. 
Making a Booking – User Vehicle Choice
If your system is set up to allow users to choose which vehicle they want to book then you can make a booking by dragging on the booking chart from the start time of your booking to the end time on the row that corresponds to the vehicle you want. Drag the rectangle on the grid to make a booking. 
Only check this if a significant portion of the trip will be for private use. IRD allows for incidental private use to be ignored. It's also not necessary to tick this if you're taking the vehicle away overnight as overnight use is automatically included in the private use calculation.
Once you release the mouse the following popup will be displayed. Tick this if you're making a booking on behalf of someone else – see Booking on behalf of someone else If you're creating a recurring booking select the period: Daily – every week day at the same time,
Weekly – every week at the same time on the same day.
Monthly – every month on the same day of the month at the same time.
Enter your reason for travel. 
If your booking administrator has set up small plant then you can select which items of small plant you need to add to your booking. To do this, select items in the left hand list (hold down Ctrl to select more than one) and click the ">>" button to add them to your booking.
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Booking on behalf of someone else
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Making a Booking – System Vehicle Choice
If your system is set up to allow the system to choose which vehicle to book then when you select "Make “Make a booking" booking” from the menu, you will be taken to the following screen: Select the vehicle category (if you have categories set up for your company).Select the type of plant you want to book.Select the vehicle group (if you have groups set up for your company).
Select the date and time of the end of the booking.Only check this if a significant portion of the trip will be for private use. IRD allows for incidental private use to be ignored. It's also not necessary to tick this if you're taking the vehicle away overnight as overnight use is automatically included in the private use calculation.
Enter the destination of your trip. If it already exists in the system you can select it from the drop down list. If it has a Geofence then the trip distance will be calculated automatically, otherwise you will have to enter the approximate distance for their trip.Select the location you're picking up the vehicle from and the date and time of the start of the booking. 
If you're creating a recurring booking select the period: Daily – every week day at the same time,
Weekly – every week at the same time on the same day.
Monthly – every month on the same day of the month at the same time.
Tick this if you making a booking on behalf of someone else – see Booking on behalf of someone elseIf your booking administrator has set up small plant then you can select which items of small plant you need to add to your booking. To do this, select items in the left hand list (hold down Ctrl to select more than one) and click the ">>" button to add them to your booking.Finally click "Search" to have the system find an available vehicle.Enter your reason for travel.
After you click "Search" in the previous screen, you will see either this:
Click "Confirm booking" to create your booking, you will receive an Outlook event by email which will show the booking in your Outlook calendar.
Or, if no available vehicle and/or plant was found, you will see the following:
This enables you to see when vehicles are available and if possible adjust your search criteria and click "Search" again.
Your bookings will appear on the "My Bookings" menu. Click on a booking to see its details and to edit or delete the booking (you can only delete bookings that haven't been checked in).
Reports
Usage and Cost Reports
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If the booking administrator has assigned hourly, daily, or weekly costs to the vehicle then the relevant cost will be multiplied by the Duration. Calculated as follows:
- 0-24hrs – the Hourly rate is used
- 1-6 days – the daily rate is used
- 7 days+ - the weekly rate is used.
The total distance travelled during bookings by the vehicle. Number of days private use. This includes days on which bookings were ticked as for private use, and times when the vehicle was outside the base geofence overnight. Each day is never counted twice for the same vehicle. The per kilometre cost of the vehicle (if set up by the booking administrator) is multiplied by the booked distance travelled by the vehicle. The total duration of all bookings for the vehicle.
Booking Exceptions Report
Click "Go" to run the report.Select the format in which you want to receive the report. Enter the start and end dates of the period you want to report on. Click "Go" to run the report.
Exception type exampleName
Name of Driver and VehicleDetails Vehicle, Details of Booking 
, Exception type example
