PoolCar App User Guide

Getting Started

What is the Smartrak PoolCar App?

Smartrak PoolCar App is for customers with a mobile workforce who want to manage their PoolCar bookings on the go.

The app provides instant access to create, edit or cancel bookings and lock and unlock vehicles for keyless entry customers.

The app offers a seamless experience with the ability to work offline and online with the app utilising the phone's Bluetooth technology when out of coverage to lock & unlock a vehicle.

*NEW* There is also enhanced Passenger management functionality, allowing drivers to register an Odometer reading and time against individual Passengers as part of a wider trip.

Downloading the Smartrak PoolCar App

The Smartrak PoolCar App can be found on the Apple app store and Google Play store

Logging In

Enter the URL

Enter the PoolCar URL you use to access the website via your web browser e.g. http://xyz.poolcar.com
Click ‘Set URL’

Sign into PoolCar

Click ‘Sign In’
Enter your PoolCar credentials
Click ‘Sign In’
The app will then download your details and pre-load the app with your site’s customisations

Choose a Passcode

Choose a 4 digit passcode that will be used to access the app on future visits
Re-enter the passcode to confirm it
After your initial sign in you will only be required to use your passcode to access the PoolCar app going forward

Reset your Passcode

If you’ve forgotten your passcode you can use the Forgot passcode? to re-sign into PoolCar and choose a new passcode.

Clear PoolCar App Data and Re-Link

If you are required to clear the PoolCar App data and sign up again, please follow these steps:

Log into the PoolCar App
Navigate to the vertical ellipsis and select Settings

Click on Clear application data

Click on Yes to the Warning! that appears.

Navigate back to Logging In above and enter PoolCar URL, Sign in to PoolCar and Choose a Passcode

New Bookings

Create a New Booking

Bookings List

The landing page shows bookings from the start of today up to 30 days in the future. Bookings further in the future will not be displayed on the app.
- New - Not yet checked out
- Checked out
- Checked in
Tap the (+) button on the landing page to start creating a booking.

Enter Booking Details to Find Available Assets

Choose a pickup date, time
Choose a return date, time
Optionally choose a Pool – only vehicles within this Pool will be shown
Optionally choose a Type – only vehicles with this body type will be shown
Optionally select a Keyword Tag – only vehicles with this tag will be shown
Tap Search for Availability to show a list of all vehicles that are available and match the filters you’ve entered.

Select Asset from Available Assets

All available assets will be shown – tap the one you would like to book.

Answer Booking Form Fields/Custom Fields and Finish Creating the Booking

Answer any booking form or custom fields you are prompted with
There is a default text field requesting Purpose / Description information to by typed in (min 10 characters)
You may also have to select a value from a drop down list (e.g. agreeing to declarations)
Booking will be created – you will be given your booking number in the Create Booking Success! prompt.

Existing Bookings

View Existing Bookings

Upcoming bookings for the next month (from today onwards) will appear on the landing page
They are listed in order of when they are due to start
Each booking will be shown in a different colour depending on it’s check out/in status
- New - Not yet checked out
- Checked out
- Checked in
Each time this page refreshes it will pull the latest booking information from the cloud
This includes an unique key for Keyless Entry over Bluetooth for any existing bookings. This will be used to securely unlock the car even when you are out of cellular reception.
Pull down on the list to refresh the list

Edit Existing Bookings

From the landing page tap on a booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu you can edit the booking via Edit
Editing the booking will highlight editable fields – simply tap the field to edit the value
Tap the [tick] to save changes, or the [cross] to cancel the changes

Cancel Existing Bookings

From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu, tap the Cancel booking option
Confirm the booking should be cancelled with Yes
- Alternatively, stop the process with No

Check Out/In (non-Keyless)

Check Out Booking

Booking Details

From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check out option

Check Out Prompts (please note these are not configurable or able to be hidden)

Agree to the Check Out prompts that appear
Company’s phone within vehicle policy
Confirm you have a valid driver’s licence
Remember to note that starting and ending odometer for your booking
Tap Agree to continue

Check Out

Tap Check out to start your booking

Check In Booking

Booking Details

From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check in option

Check In Prompts (please note these are not configurable or able to be hidden)

Report on how much fuel was remaining in the tank at the time of check in
Confirm if there is an damage/issues to report to your PoolCar administrators
Report the percentage of your trip that was private use
Enter the starting and ending odometers
Tap Check in to complete your booking

Check Out/In (Keyless)

This section only applies to vehicles with a Smartrak Keyless Entry device installed – for checking out and in vehicles without Keyless Entry see the next section.

Check Out Booking

Booking Details

From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check out option

Check Out Prompts (please note these are not configurable or able to be hidden)

Agree to the Check Out prompts that appear
- Company’s phone within vehicle policy
- Confirm you have a valid driver’s licence
- Remember to note that starting and ending odometer for your booking
Tap Agree to continue

Unlock and Check Out

Tap Unlock and Check Out and the app will start broadcasting to the keyless device within the vehicle via Bluetooth.
If it is unable to locate the device you will be able to retry via Bluetooth, or attempt an Unlock using cloud and check out.
This may be caused by how far away you are from the vehicle – make sure you’re at the correct vehicle if it doesn’t succeed.

Re-unlock Vehicle

From the booking details page, tap the Unlock option in the three dot menu.
The app will attempt to unlock the vehicle via Bluetooth

Check In Booking

Booking Details

From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check in option

Check In Prompts (please note these are not configurable or able to be hidden)

Answer all check in prompts
- Report on how much fuel was remaining in the tank at the time of check out
- Confirm if there is an damage/issues to report to your PoolCar administrators
- Report the percentage of your trip that was private use
- Enter the starting and ending odometers
Tap Lock and check in

Lock and Check In

The app will try to lock the vehicle via Bluetooth
If it is unable to locate the device you will be able to retry via Bluetooth, or attempt an Lock using cloud and check in.
- This may be caused by how far away you are from the vehicle

Additional Help & Support

If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk