Using PoolCar to Manage Vehicle Compliance and Servicing

Did you know that you can use the PoolCar system to manage and notify of upcoming services on your assets?

Not only does PoolCar include the Servicing & Serviceability Registers, but within the Vehicle Register (and Asset Register), you can configure reminders for Roadworthy Checks, WOF/COF, RUC (NZ) and Registration.

Once service data has been captured, basic information will also be pulled through into the Expense Register, however some manual updating of the expense record will be required. See this article on the Expense Register - Expenses By Registration Number Report

Once you have configured the service, you need to ensure the Robot has been configured to run as well.

1 Service Type
- 1.1 Service
  - 1.1.1 Booking a Service
  - 1.1.2 Completing a Service
- 1.2 Roadworthy Check / Warrant of Fitness
- 1.3 Road User Charges (New Zealand)
- 1.4 Registration Renewal
- 1.5 Serviceability
- 1.6 Notifications
- 1.7 Application Settings
- 1.8 Robots

Service Type	Vehicle/Asset/Service Register Location	Configure the Status/Reminder Robot

Service Type	Vehicle/Asset/Service Register Location	Configure the Status/Reminder Robot
Service This is for the regular odometer/oil & filter service Configured in Vehicle/Asset register. To ensure accurate recording and reporting, update odometer readings into PoolCar regularly. Servicing status and reminders are based on the odometer reading at next service, the date field is extra information relating to the service, but is not used to update the status of the service.
Booking a Service When a vehicle has been booked for servicing, the system admin must input the Service Booked Date in the Asset Register screen, which will update the Servicing status to 'Booked.' System admins can identify which vehicles are booked for servicing based on the dates in the Servicing Register screen. Completing a Service After the servicing is completed, the admin updates the servicing details in the Servicing Register screen, and the correct status will be updated accordingly.
Roadworthy Check / Warrant of Fitness Configured in Vehicle register or Certification register
Road User Charges (New Zealand) Configured in Vehicle register or RUC register
Registration Renewal Configured in Vehicle register or Registration renewal register Note only the date renewed and the total cost excl GST is automatically captured in the Expense Register. Additional information must be added/updated into the Expense Register manually.
Serviceability Configured in Serviceability check register. Can be used to track multiple other date-based services against vehicles, e.g. Wheel Alignment, First Aid Kits, Fire Extinguisher Checks, etc. Serviceability Register
Notifications Servicing notifications are sent to the vehicle contacts which are listed against each vehicle in the Vehicle Register (e.g. Primary Contact etc)
Application Settings Ensure the Application Setting is set correctly under Fleet Servicing for Servicing and Registration reminders.
Robots Configure the associated Robot/s	Robots