Smartrak
Pool Booking
User Manual
2014
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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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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:
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- 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.
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.
Manage Plant Types (Small plant)
Plant types also allow you to categorise your small 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.
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.
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Name of Driver and Vehicle, Details of Booking, Exception type example
If you are unable to find an answer to your question in here please log a support request via the Smartrak Support Desk. https://smartrak.atlassian.net/servicedesk/customer/portal/3/create/15