FleetCare Telematics Integration with PoolCar

Owned by Sarah Masefield
Last updated: 09 May, 2024

Purpose

FleetCare is a telematics provider used by most WA Government organisations.

PoolCar integrates with FleetCare and relies on the telematics data for accurate odometer readings as well as trip and location data.

How It Works

When customers come on board and require FleetCare telematics integration, PoolCar enables a robot in the back-end of the system. PoolCar can then submit an API to FleetCare nightly to sync telematics data. It is the customer's responsibility to flag the vehicles on the FleetCare portal to pull through to PoolCar. There should be a field in the FleetCare portal named ‘Pool Car?’ which can be ticked/unticked.

Any ’assets’ (i.e. fuel cards, trackers, etc.) that we receive from FleetCare will be uploaded into the vehicle register - if that information is coming from FleetCare they'll appear in the next upload, even if those ‘assets' are not vehicles.

Customers will need to flag them as not pool cars in FleetCare.

Odometer Sync

Once configured, the FleetCare robot will run overnight and pull the odometer readings into PoolCar.

PoolCar will identify any key on to key off periods (trips) within the booked time and attribute the odometer value of those trips to the corresponding booking in PoolCar. The Internal Charging Report uses the charge out rates and the telematics data to calculate charges.

If the customer is actively managing the Servicing Register, it’s the odometer values from the telematics integration that’s used to determine how close the vehicle is to its next service date.

New Fleet Vehicles

The customer needs to tick the ‘Pool Car?’ box in the FleetCare Portal

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The fields that are imported from FleetCare are as follows:

  1. Rego

  2. Cost centre

  3. Make

  4. Model

  5. Year

  6. Body type

  7. Colour

  8. Number of Seats

  9. Number of cylinders (engine)

  10. Fuel type

  11. Chassis number

  12. Has tow ball

  13. Is automatic transmission

  14. Date delivered

  15. Cannot be booked before date

  16. Cannot be booked after date

  17. Fleet number (FleetCare Id)

  18. Most recent odometer reading and date

 

The vehicle will be added into PoolCar and will go into an ‘unassigned’ state and will need to be assigned to a Pool via the Asset Register.

Sold/Returned to Lease Company

Vehicles must have the tick removed from the ‘Pool Car?’ box, in FleetCare at least one day ahead of deletion/deactivation within FleetCare due to a known limitation that results in PoolCar not being informed of a vehicle’s deletion via the API. This results in the vehicle not being automatically archived. Alternatively, if a vehicle has been deleted from FleetCare and not archived in PoolCar then the vehicle can safely be archived in PoolCar manually.