PoolCar User Levels/Roles - who can do what?

Owned by Sarah Masefield
Last updated: 12 Nov, 2024
3 min read

User Level / Role

What can they do?

Booking Only General User

Booking Only Users have access to the following operations for assets they are permitted to book:

  • Creating, editing and cancelling their own bookings

  • Creating, editing, cancelling bookings on behalf of users (if enabled in system settings)

  • Check In/Out (via PoolCar App and Mobile website)*

*If organisation doesn't have Keymaster cabinets or Smartrak GPS-tracked vehicles which can be configured to automatically check bookings in and out.

Pool Officer

Pool Officers have access to the following operations for all the assets in their assigned pool(s):

  • Creating, editing and cancelling their own bookings

  • Creating, editing, cancelling bookings on behalf of users (if enabled in system settings)

  • Check In/Out

  • In/Out Board

They also have their own Pool Officer page which is enabled by the System Administrator and assigned to one or more Pools

Pool Manager

Pool Managers have access to the following operations for all the assets in their assigned pool(s):

  • Creating, editing and cancelling their own bookings

  • Creating, editing, cancelling bookings on behalf of users (if enabled in system settings)

  • Check In/Out

  • In/Out Board

  • Edit Booking Duration

  • Cancel Booking

  • Approval Triggers*

  • Bulk Import Bookings

  • Booking Search

  • Provisional Bookings

  • Incident/Damage register

  • Infringement notice register

  • Servicing register

  • Driver Register*

*Access to Approval Triggers & Driver Register can be removed from Pool Managers via SysAdmin Application Settings.

They also have their own Pool Manager page which is enabled by the System Administrator and assigned to one or more Pools

 

Campus Administrator/Site Administrator

(only for Campus Administration customers who DO NOT have the Pool Management function enabled)

A Campus Administrator has similar access to a Pool Manager

Campus Administrators have access to the following operations for all the vehicles they have been assigned a Campus Administrator of:

  • Manage Current Bookings

  • Historical bookings

  • Vehicle availability calendar

  • Check In/Out

  • In/Out Board

  • Bulk Import Bookings

  • Vehicle Register (limited access)

  • Incident/Damage register

  • Infringement notice register

  • Servicing register

  • Driver Register*

  • Approval Triggers*

*Access to Approval Triggers & Driver Register can be removed from Campus Administrators via SysAdmin Application Settings.

System Administrator

Sysadmins have access to all the above functions for all assets in all pools as well as all functions available in the Sysadmin menu

Note about Line Managers

 

Line managers do not have their own management page in PoolCar, they are added to the system for the following functions:

  1. Notify line manager of booking holder option (App Settings>Emails)

  2. Option to email them for booking approval re: Approval Triggers

  3. Verification of driver licence option (App Settings>Driver Licence)

Note about Driver-only records

 

Driver only records are created to allow bookings to be made on behalf of non-registered users of the system. An example of a driver-only record would be a contractor or volunteer who does not have an organisation email address. See this article which explains how to create driver-only records - Driver Register - PoolCar