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Table of Contents
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Introduction

Smartrak

is committed to providing customers with a modern and enjoyable experience, and as part of this effort, the mobility team has developed a new booking tool called "Trip Planning."

This new tool offers a more visual approach to booking trips rather than the legacy calendar way allowing customers to see their destination point on a map for easier navigation.

Trip Planning is just the first step in a series of future developments and improvements that will serve all PoolCar customers and support more functionalities.

The tool is a crucial part of Smartrak's Sustainable Transportation Vision and will incorporate features and functionalities that align with this goal.

Eligible Users

At this stage,

has been working hard to modernise the booking process for PoolCar users. The ‘Trip Planning’ tool is a part of this process and will help users better locate their destinations via a map interface.

Trip Planning will deliver an improved user experience and going forward, incorporate various features that will be essential in supporting Smartrak's vision for Sustainable Transportation.

We understand that any change can be met with resistance and have focused on delivering a user experience with Trip Planning that is intuitive and easy to adopt. We have also ensured that guides such as this are available to smooth your adoption of a solution that will deliver improvements to your vehicle users and managers

Eligible Users

When enabled Trip Planning will be available for all regular users. Sysadmins, Pool Managers, and Pool Officers will

be able to use

have the option of activating Trip Planning

or continue using the

for their fleets or continuing with the existing Calendar View when performing bookings.

Any elevated user can continue to use the calendar view but will have the option to take advantage of the new Trip Planning experience.

Trip Planning Settings (App Settings)

  • As a fleet manager, you can turn Trip Planning on or off for users from the

AppSetting page → “Trip Planning” Tab.

  • Trip Planning tab in Application Setting. (Sysadmin > Application Settings > Trip Planning)

  • Select the culture/language from the setting tab to use the map in that country

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Supported Features

At this stage, Trip Planning does not support all the features currently available in the Calendar

view

View.

Therefore, some settings

might

may block the

enablement

activation of Trip Planning. To take advantage of Trip Planning,

and

those unsupported settings need to be disabled.

  • These settings are:

    • Recurring Bookings: The fleet manager needs to make sure that Recurring Bookings are disabled by selecting any of the “Yes” options below (from the Booking Form Tab)

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    o   Share a Ride: The fleet manager needs to make sure that this option is disabled (from the Passengers Tab).

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    o   Passenger Manifest: the settings of the bookings form mustn’t show the passenger manifest (from the Passengers Tab).

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    o   Accreditation Types (from the Access Rights Tab)

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    o   Automatic Vehicle Allocation (from the Bookings Tab)

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    Share a Ride

    Each setting in the Share a Ride option must be set to YES to disable the feature.

    Update settings at: Sysadmin > Application Settings > Passengers

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    Passenger Manifest

    Booking form should show passenger manifest table set to NO.

     Update settings at: Sysadmin > Application Settings > Passengers

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    Accreditation Types

    This feature must set to NO.

    Update settings at: Sysadmin > Application Settings > Access Rights

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    Automatic Vehicle Allocation

    This feature must be set to NO.

    Update settings at: Sysadmin > Application Settings > Bookings

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    What are the current functions supported by Trip Planning

    Not all existing features/functions in PoolCar will be supported in the new booking workflow. The supported functionalities are:-

    • The new User Interface

    • Source/Destination Entry

    • Project Code

    • Custom Fields (Only Text Box now and more types will be supported in the future)

    • FIlter the Vehichle by ey Words

    • Purpose of Trip

    • Business/Private Trip

    What are the current functions that prevent users from using

    • Synchronised bookings between Trip Planning

    Not all existing features/functions in PoolCar will be supported in the new booking workflow. The not supported functionalities are:-

  • Passenger Manifest

  • Share a Ride

  • Accreditation Type

  • Recurring bookings

  • Automatic vehicle allocation

  • Custom booking types

  • Key Master cabinets

    • Keyless devices

    • and KeyMaster

    • Synchronised bookings between Trip Planning and Keyless

    When is Trip Planning going

    o

    to support the remaining Calendar functions

    By

    Q1

    Q3 2024, our team intends to provide support for a majority of PoolCar calendar functions, though the dates may vary based on business demand.

    Troubleshooting & Support

    All the existing troubleshooting and support processes for the Calendar view shall be the same as Trip Planning.

     If you require support, please raise a ticket in the Smartrak Service Desk - https://smartrak.atlassian.net/servicedesk/customer/portal/3

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