Creating and Cancelling Bookings in PoolCar - who can do it?

Who can create bookings in PoolCar?

Bookings can be created and cancelled by the following users:

• System Admins / Site Administrators (Campus Admin)

• Pool Managers

• Pool Officers

• Booking Users

• If a user creates a booking on behalf of another user, that user will also be able to cancel the booking

Who cannot create bookings in PoolCar?

A driver without a user account cannot make their own bookings in PoolCar.

Booking on behalf of others

General Users can only create and cancel bookings on behalf of others if the Application Setting Drivers can only book for themselves in the image below is set to ‘No’.

As of July 2023, there is a new setting, Elevate Pool Managers, Pool Officers and Site Admins to make bookings for others, if this is set to ‘Yes’, it will allow Pool Administrators to book on behalf of others, even if General Users are not able to.

Please note:

These settings have no effect on the Sysadmin's ability to book on behalf.

How do bookings get automatically cancelled?

Bookings can automatically cancel due to various Application Settings/Robots:

• Auto reallocate bookings if the previous booking is running late and there is no other vehicle available

• No-show robot (if the vehicle isn’t checked out within the cancellation period)

• If the vehicle is reported with damage. The system can automatically book the vehicle out for maintenance for a set period of time (default 72 hours).