| Heading | Page & Description |
|---|---|
| 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 – eg: 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 |
| KeyMaster® | Manage Units – Manage installed KeyMaster Keylocker units Manage Keys – Manage keys stored inside KeyMaster units Sales Information – click here for KeyMaster information |
| 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 GPS Device register experimental – ` Toll register – Manage road toll transactions |
| Reports | Vehicle Utilisation – Hard data to see the utilization rate of each car Internal Charging – Generate a charge-out report for finance 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. | Bookings Vehicles Users Keys Drivers Custom Code Blocks Show Web Services Key |
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