Asset Register - Adding, Archiving or Replacing Vehicles

Adding a new Vehicle/Asset

1. Log in to PoolCar as a Sysadmin, and navigate to ‘Asset Register’ found under Pool Management on the Sysadmin Menu

2. Click the ‘Add Bookable Asset’ button near the top right-hand corner of the screen

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• 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

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• 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.

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• 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)

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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

1. It is important to note that we almost never actually delete anything, but merely hide it from view.

2. For vehicles, we remove them by Archiving.

3. Best practice is to unassign the vehicle from the Pool first - Assigning Assets to Pools | How To Unassign an Asset from a Pool

4. From the Asset Register, click ‘Archive’ on the right-hand side

5. If you accidentally archive the wrong one, you can change the filter bar to show Archived vehicles

6. From this screen, you can ‘Un-archive’

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Replacing a vehicle

1. Go to the Asset Register and select ‘Edit’ on the vehicle which is being disposed

2. 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

3. Click ‘Save’

4. When the day comes to remove the vehicle completely, delete by Archiving as mentioned above.

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