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 Smartrak Limited. Smartrak is a registered trademark of Smartrak Limited. All rights reserved. |
Document Control
Title & Part Number | Smartrak Pool Administrators Guide |
Document Purpose | This document explains some of the administrative functions of the Pool Booking component of the Smartrak Website. |
Document Audience | This document is written for users of the Smartrak Fleet Management Website. |
Contents
Introduction
Email notifications.
Auto Checkout/Check In
Approvals
Manual check in/checkout
Introduction
Email notifications
The system send 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 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 minutes after the start of the booking.
Approvals
If the vehicle being booking 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:
- The Vehicle
- The Driver
- Start/End times
- Where they're going
- Reason for travel
Auto Checkout/Check In
Within 15 minutes of a vehicle exiting its base geofence it will be checked out by the auto updater, and similarly within 15 minutes of it re-entering its base geofence it will be checked in automatically by the auto updater.
...
Auto Updater waits until here to check in the booking in case there's another geofence enter event closer to the booking end time
Note:
The background booking updater process runs once every 15 minutes, so you won't see changes to the status of booking's immediately when they move in/out of their base geofence, you will see these changes occur within 15 minutes of the event occurring that triggers the change in status.
Manual check in/checkout
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. Administrators can also manually check in/out any bookings. This is useful for times when a vehicle is booked but not used in a way the system expects.
Auto cancellation
If a vehicle has not been checked out 30 minutes 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.
Late Returns
The action that the system performs when a vehicle is not back 15 minutes before the start of a booking depends on the "When a vehicle is not back 15 minutes before a booking:" setting. This can be one of the following options:
...
- 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 in the "My Bookings" menu will disappear 3 days after being checked in.
Pools and Groups
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 allow you to add passengers to a booking if the booking is overnight.
Default Pool
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 Support Desk. https://smartrak.atlassian.net/servicedesk/customer/portal/3/create/15