Application Settings – Main system configuration
Branding - Upload Logo – Set your organisation logo

Bookings

Booking Search – Find bookings by date or vehicle
Vehicle Availability Calendar – View available timeslots
Transfer Bookings – Move bookings between vehicles in bulk
Provisional Bookings – View bookings awaiting approval
Check In / Out – Record key collection, return times and odometers
In / Out Board – See which vehicles are out or available
Who Had It? – Identify who had a vehicle at a specific time
Priority Claims – Reserve vehicles for specific groups
Cancelled Booking Search – Cancelled booking records

Email & Page Templates

Usage statement email – Usage summary sent to users
Sign In page wording – Text shown on the sign‑in page
Licence Not Verified Template – Email sent when a licence is not verified
Welcome Page Wording – Text shown on the welcome/setup pages
Email Template – Booking – Booking confirmation email
Email Template – Approved Booking – Booking approval notification
Email Template – Infringement – Infringement notification email
Email Template – New User Account – New user account notification
Email Template – Approval Trigger – Email requesting booking approval
Email Template – Passenger Approved – Passenger approval notification
Email Template – Servicing Reminder – Scheduled servicing reminder
Email Template – Serviceability Check Reminder – Vehicle check reminder
Email Template – Booking Request Pool Manager – Booking request sent to Pool Managers
Email Template – Booking Request Driver – Booking request or update sent to drivers

Journal (Accounting) (Optional Module)

Pending Charges
Approved Charges
Exported Charges

KeyMaster®

Manage Units – Installed KeyMaster cabinets
Manage Keys – Keys stored in cabinets
Sales Information – KeyMaster product info

Pool Management

Pools
Asset Register
Access Group Names
Access Group Rules
Manage Pool Administrators

Pool Management

Document register – Master list of stored documents and files
Vehicle register – Master list of vehicles
Incident register – All incident and damage reports
Infringement register – Traffic infringements and violations
Servicing register – Scheduled servicing and maintenance
Serviceability Check register – Inspection and check reminders
Lease register – Lease agreement tracking
Feedback register – Feedback submitted by users
Driver register – Driver management and licence expiry tracking
Recall register – Manufacturer recalls tracking
Fuel register – Uploaded fuel card statements
Expense register – Non‑fuel expenses and repairs
Toll register – Road toll transactions
Certification register – Compliance records (RWC, WoF)
Penalties – Driver penalties tracking
Road User Charges (RUC) register – RUC licences and renewals
Registration Renewal register – Vehicle registration tracking
Insurance register – Vehicle insurance policies

Reports

Fringe Benefits Tax (Australia; Statutory Method) – FBT calculations using the statutory method
(a) By Driver – FBT report grouped by driver
(b) By Booking – FBT report grouped by booking
Vehicle Utilisation – Vehicle usage and utilisation rates
Internal Charging – Charge‑out reporting for finance
Fuel Consumption – Fuel usage, cost, and emissions data
Lease Snapshot – Summary of lease performance
Expenses by Licence Plate – Expenses by vehicle registration
No ODOs – Trips with missing odometer readings
Log Book Report – Electronic logbook records
(a) By Rego – Logbooks grouped by vehicle
(b) By Driver – Logbooks grouped by driver
ODOs As At (Date) – Odometer readings at a selected date
Passenger Run Sheet (Milk Run) – Passenger and route run sheet
Vehicle Stakeholders – Vehicle ownership and responsibility details
System Messages Activity Log – History of system messages
Upcoming Registration Renewals – Vehicles with registrations due
CO₂ Emissions – Vehicle emissions reporting
Replacement As At (Date) – Vehicle replacement snapshot at a point in time
Insurance Claims – Insurance claim records
Pool Utilisation by Month – Monthly pool usage
Pool Utilisation by Day – Daily pool usage
Pool Utilisation by Hour – Hourly pool usage
Expenses (Last Date) – Latest recorded expenses
KeyMaster Prompt Answers – Responses captured by KeyMaster prompts
Failed Booking Requests – Unsuccessful booking attempts
Passenger Manifest – Passenger lists for bookings
EV Status – Electric vehicle status and metrics

Utilities

Robots – Manage scheduled and housekeeping tasks
Change Licence Plate – Update a vehicle licence plate
Change Email Address – Correct user email addresses
Change Email Domain -
System Message – Display a message on the New Booking page

Uploaders

Odometer Readings – Batch upload vehicle odometer readings
Driver Agreement Form – Upload driver agreement for licence verification
Expense File – Batch upload expense data
Fuel Card File – Upload fuel card statements (CSV)
Bulk load Vehicles/Assets – Batch upload vehicles or assets
Bulk load User Accounts – Batch upload user accounts
Toll Statement – Upload toll transaction statements
Cost Centre/Division List – Upload cost centres or divisions
Bulk Import Bookings – Batch import bookings
Bulk Import Passengers – Batch import passenger records
Bulk Import Places – Batch import locations or places

Security & Permissions

Manage Users – Add, edit, and delete user accounts
Audit Trail – Record of user activity (retained for 18 months)
System Generated Emails – History of all system‑sent emails (retained for 18 months)
Approval Triggers – Configure when bookings require approval
Access Group Rules – Control which users can see which vehicles

System Data

Line Managers – Maintain line/department manager records
Cost Centres – Manage cost centre values
Booking Colours – Configure colours used on the booking calendar
Fuel Card Formats – Add support for additional fuel card providers
Asset Types – Manage asset types and classes
Custom User Guides – Upload customised user guides
Calendar Header Fields – Configure fields shown on the availability calendar
Body Types – Manage vehicle body and chassis types
Charge Out Rates – Configure charge‑out formulas
Infringement Types List – Manage infringement categories
Infringement Authorities List – Manage issuing authorities
Edit Content – Welcome Page T&Cs – Edit welcome page terms and conditions
Edit Content – Support page – Edit support page content
CO₂ Ratings – Manage vehicle CO₂ rating values
Servicing Regime – Configure servicing rules and thresholds
Downloadable Images – Manage images available for download
Booking Types – Define booking type options
Booking Form Custom Fields – Create and manage booking custom fields
Expense Types – Define expense categories
Vendors – Manage supplier details
Access Group Names – Define access group names
Licence Types – Manage driver licence types
Licence States – Manage licence issuing states
Finance Types – Manage finance categories
Accreditation Types – Manage accreditation types

Web Services (For IT Staff)

PoolCar supports API integrations to retrieve or import data.
This is useful for external reporting or syncing PoolCar data with other systems.

Available endpoints:

Journeys
Passengers
Road User Charges
Cost Centres
Bookings
Vehicles
Users
Keys
Drivers
Pools
Pool Assets
Pool Admins
Show Web Services Key – View the API authentication key