Page Comparison

Account Settings

Application Settings – The master control panel for changing system settings
Branding - Upload Logo – Upload your own logo, which appears in the top-right corner of each page
Security Settings – Force all users into HTTPS mode

Billing

Subscription – Manage your billing settings
Invoices – View a list of all invoices/bills

Bookings

Booking search – search for bookings by date or vehicle
Vehicle availability calendar – see what timeslots are available for a vehicle
Transfer Bookings – bulk move bookings from one vehicle to another

Provisional Bookings – see which bookings are currently pending management approval (see also Approval Triggers)
Check In/Out – Key collection and return – record the actual times and odo readings for each booking
In/Out Board – Just like whiteboards, see which cars are currently in or out
Who Had It? (date/time) – Investigate who had the vehicle for a given date/time
Priority Claims – Used for when assets are reserved for long periods of time to a certain group

Email & Page Templates

Usage statement email
Sign In page wording
Licence Not Verified Template
Welcome Page Wording
Email Template - Booking
Email Template - Approved Booking
Email Template - Infringement
Email Template - New User Account
Email Template - Approval Trigger
Email Template - Passenger Approved
Email Template - Servicing Reminder
Email Template - Serviceability Check Reminder
Email & Page Templates
Email Templates - Booking Request Pool Manager
Email Templates - Booking Request Driver

Journal (Accounting)

optional extra

Pending Charges
Approved Charges
Exported Charges

KeyMaster®

Manage Units – Manage installed KeyMaster Keylocker units
Manage Keys – Manage keys stored inside KeyMaster units
Sales Information – click here for KeyMaster information

Pool Management

Pools
Asset Register
Access Group Names
Access Group Rules
Manage Pool Administrators

Registers

Document register – This is your master list of documents and files. Add/Edit/Delete
Vehicle register – This is your master list of vehicles. Add/Edit/Delete
Incident register – These are all the incident reports that come in from the Red Flag Icon above
Infringement register – Manage traffic infringement notices and violations
Servicing register – Keep on top of scheduled servicing and maintenance
Serviceability Check register – Create reminders to perform miscellaneous checks and inspections
Lease register – Track all your lease agreements
Feedback register – You can view all Feedback submitted by your users
Driver register – Manage the drivers of your vehicles including licence expiry dates
Recall register – Track cases of manufacturer recalls through to completion
Fuel register – All your fuel card statements get uploaded and stored here
Expense register – Track sundry expenses, such as servicing and repairs

Toll register

– Manage road toll transactions
Certification register - Track compliance and certification; Road Worthy Checks (RWC) and WoF
Penalties – Track penalties incurred by drivers
Road User Charges (RUC) register - Manage RUC distance licences and renewals
Registration Renewal register - Track registration renewal dates
Insurance register – Track vehicle insurance policies

Reports 

Vehicle Utilisation – Hard data to see the

utilisation rate of each car
Internal Charging – Generate a charge-out report for finance (this is the only report that records booking form custom field responses)
Fuel Consumption – Scrutinise your fuel spend and CO2 output
Lease Snapshot – Decision support tool to see how your leases are performing
Expenses by Rego - See how the expenses stack up for each car and department
No ODOs - See which trips have no odometer values recorded
Log books - Electronic log book reports

Utilities

Robots – Manage scheduled tasks, your housekeeping robots
Change Rego – Change a vehicles licence plate e.g. if stolen and replacement plates issued
Change Email Address – Use this to correct incorrect email addresses
Set Campus Admins – Use this to set campus admins to a standard ‘set’ of users
System Message – Show a message to all users on the New Booking page e.g. reminders to keep cars clean and tidy

Uploaders

Odometer Readings – Batch uploads for users not uploading fuel card statements (the preferred method)
Driver Agreement Form - You can upload your organisation’s agreement that drivers must sign as part of the Driver License Verification process
Expense File – Batch upload of expenses. Use the supplied template
Fuel Card File - Upload fuel card statements in CSV format
Bulk load Vehicles/Resources – Upload fuel card statements in CSV format
Bulk load User Accounts – Upload fuel card statements in CSV format
Toll Statement

– Upload toll statements in CSV format.

Security & Permissions

Manage Users – Here is where you add/edit/delete user accounts
Audit Trail – Every time somebody does something it’s recorded in the audit log. Like footprints in the sand.
System Generated Emails – A copy of every email ever sent is stored here
Approval Triggers – User this for instances where management approval is required to make a booking
Access Group Rules - Here you can create partitions in your fleet so that only certain users see certain cars.

System Data

Fuel Card Formats – Add support for fuel card formats other than BP and Shell
Asset Types – Add different asset types or asset classes e.g. Trailer, Vessel, meeting room etc….
Custom User Guides – Download the standard user guides, modify and upload your own version. There is a base template in Word format you can use and make your changes. Two different user guides are offered - one for standard users (download Word version here), and the other for campus/site administrators (download Word version here). These user guides appear in the 'User Guides' link in the footer of each page.
Calendar Header Fields - Customize the information displayed on the availability search calendar. You can display specific fields for each vehicle body type.
Body Types – Add different chassis types, if not already on the list
Charge Out Rates – Create your own charge formulas
Access Group Names – Setup the access group names
Infringement Types List – Customize the list of infringement or violation types

Web Services (For IT Staff) - is used for integrating PoolCar with other IT systems, such as Finance or HR.

Journeys
Passengers
Road User Charges
Cost Centres
Bookings
Vehicles
Users
Keys
Drivers

Pools
Pool Assets
Pool Admins
Show Web Services Key