Asset Register - Adding, Archiving or Replacing Vehicles

The Asset Register the newer register for vehicles and assets and is only available to customers who have Pool Management.

It is found under Pool Management on the SysAdmin Menu (identified in the screen shot below) and is only available to SysAdmins

The Asset Register can be filtered on Rego, Pool Allocation & Status (Active or Archived)

The are 5 required fields in the Asset Register.

Please note that Primary Contact, Secondary Contact, Admin 3 & Admin 4 – must be entered in the Vehicle Register as these fields do not exist in the Asset Register - please see Vehicle Register - Adding, Archiving & Replacing Vehicles

1 Adding a new Vehicle/Asset
2 Deleting / Archiving a vehicle
3 Replacing a vehicle

Adding a new Vehicle/Asset

Log in to PoolCar as a Sysadmin, and navigate to ‘Asset Register’ found under Pool Management on the Sysadmin Menu
Click the ‘Add Bookable Asset’ button near the top right-hand corner of the screen

Note - We use the term ‘Asset’ instead of vehicle as many customers use the PoolCar system to book things that are not necessarily cars (i.e. bikes, parking permits, boats, carparks etc.)
Enter the Licence Plate number in the ‘Add a new Bookable Asset’ pop-up box and click Create
1. Note that if it is not a vehicle, you will still need to assign a ‘licence plate/rego’ to the asset e.g. CARPARK

You will be taken to the Asset Details Page - General tab. Add the asset details into the blank form, click on the other tabs and enter in the fields. Note that each field is saved individually on the Asset Register by clicking on the green tick next to the field.

Mandatory fields on the General tab are as follows:
1. Vehicle Make
2. Vehicle Model
3. Vehicle/Body Type
4. Licence Type to Operate
5. Recommended fields are:
  1. Colour
  2. Fuel Type
  3. Year of Manufacture
  4. Seats (for Share a Ride/Passengers)
  5. Can Share ride?
  6. Parking Bay location
  7. Vehicle Name
  8. Auto Transmission?
  9. Comments (note no special characters in this field)
  10. Instructions to User (note no special characters in this field)
6. In the Org Content tab
  1. Home Campus
  2. Cost Centre (setting dependent)
7. In the Acquisition/Disposal tab
  1. Leased?
  2. Probationary Drivers Can Operate?
8. In the Servicing tab
  1. Servicing details (if applicable)
9. In the Bookings tab
  1. Automatically cancel 'no show' bookings?
  2. Usage Scope
  3. Display Sequence
  4. Cannot Be Booked Before Date - You can add a date when this vehicle will be available for bookings from in this field - this is helpful if the vehicle has not yet been delivered.
  5. Cannot Be Booked After Date
  6. Access Groups (if applicable)
  7. Keyword tags (note no special characters in this field)

Please note that the asset will not be able to be booked until it has been assigned to a Pool

Please note that in any of the free-type fields you cannot enter any special characters (comma, apostrophe, inverted commas etc.)

Deleting / Archiving a vehicle

It is important to note that we almost never actually delete anything, but merely hide it from view.
For vehicles, we remove them by Archiving.
Best practice is to unassign the vehicle from the Pool first - Assigning Assets to Pools | How To Unassign an Asset from a Pool
From the Asset Register, click ‘Archive’ on the right-hand side
If you accidentally archive the wrong one, you can change the filter bar to show Archived vehicles
From this screen, you can ‘Un-archive’

Replacing a vehicle

Go to the Asset Register and select ‘Edit’ on the vehicle which is being disposed
On the Bookings tab Find the field ‘Cannot be booked after’ and enter the date which you will no longer be accepting bookings for this vehicle
Click ‘Save’
When the day comes to remove the vehicle completely, delete by Archiving as mentioned above.

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