Adding a Passenger to a Booking in PoolCar

Setting up the Passenger Manifest

In Sysadmin Main Menu > Application Settings > Passengers

1. Enable the setting Booking form should show passenger manifest table by selecting Yes

2. Enable whether passengers should Auto accept the request - Yes or No

3. Select visible fields

   1. Cost Centre

   2. Customer Number

   3. Email

   4. Odometer

   5. Total Distance - No or Yes

   6. Total Time - No or Yes

Number of seats in a vehicle

The number of passenger spaces will reflect the number of seats that the vehicle has available as per the Vehicle or Asset register.

Auto accept request

If you select No in the Auto accept request setting, the passenger will be sent an email asking for them to Accept or Decline the seat.

There is also an option at the bottom of the invitation email, to add the booking (.ics) to their calendar.

Passenger seat acceptance

When the passenger accepts the seat, the booking holder will be sent an email confirming acceptance.

Passengers

Passengers' details will be saved the first time they are added as a Passenger to a booking and will be available from then to select from the Dropdown

You can Bulk Import Passengers, if you have a large list of passengers to add. This is done via Sysadmin Menu > Uploaders

The template is available to download from the PoolCar website, or you can download from here:

The required fields are Passenger Name, Email Address and Phone Number

Reporting on passengers in PoolCar

Navigate to the Passenger Manifest report.

Select the booking number, rego, date range, driver name or passenger name to filter.

You can export to Excel on the top right