Campus Administration vs Pool Management

Owned by Sarah Masefield
Last updated: 15 Feb, 2024

Campus Admin was the first release/version of the PoolCar booking system and was specifically designed for hospitals with the requirement for a Campus - Location - Department structure.

Campus Admin has been superseded by Pool Management, but some older PoolCar customers will still be on the Campus Admin version.

The main difference between the two versions is that Campus Admin does not have the Pool Management section on the Sysadmin Menu (identified in screen shots below) which means that Campus Admin doesn’t have Pools, the Asset Register, or Pool Administrators (Pool Officers or Pool Managers). This also means that vehicles cannot be assigned based on date/time, therefore there is no way to assign proactively/retroactively.

Campus Administration Sysadmin Menu

 

Pool Management Sysadmin Menu

 

Campus Admin User Levels

Details

Campus Admin User Levels

Details

Sysadmin

Similar level of access to Pool Management Sysadmin

Site Admin (Campus Admin)

 

** If a user has the Site Admin role, their email address must be in either Primary Contact, Secondary Contact, Admin 3, Admin 4 field and has to match the User email

** CAVEAT – can only have 4 admins per vehicle

Has access to the Campus Admin Tools page (see table below)

In Pool Management, you can assign users as Pool Officer/ Pool Manager to an entire Pool and there is no limit on the number of Pool Officers / Pool Managers per Pool. There can be multiple Pool Officers / Pool Managers for multiple Pools.

In Campus Admin, a user can have the Campus Administrator role, but cannot be assigned via groups, can only be assigned vehicle by vehicle

Can be a lot of work to remove Campus Administrators – as is done vehicle by vehicle

Can bulk update Campus Admins via Set Campus Admins page

Can select from list – add in contacts, select from Dropdown, can update this in bulk, and FYI emails can be configured from here too.

 

Campus Admin Tools

Campus Admin Tools

Bookings

  • Manage current bookings - Similar to booking search, can edit and cancel, can search by Campus, Location, Department

  • Historical Bookings – from date / time

  • Vehicle Availability calendar – meant to show when a vehicle is booked, limited to vehicles that user is an admin for. Note that this is not a good function and will be removed in due course.

  • Check In/Out – limited to campuses you are admin for – Global Page

  • In/Out Board - limited to campuses you are admin for – Global Page

  • Bulk Import Bookings

Registers

  • Vehicle Register - limited to campuses you are admin for – Global Page. Can grant admin access to other users

  • Damage/Incident Register

  • Infringement Notice Register

  • Servicing Register

  • Driver Register (under Pool Management settings, also set for Campus Admins) Campus Admins cannot Edit Drivers)

  • Approval Triggers (can be hidden in settings)

 

Application Settings

 

Application Settings

 

Legacy

 

 

 

 

  • Campus Admins can see approval triggers - Yes/No

  • Department enabled - Yes/No

  • Location enabled - Yes/No

  • (Will show/hide throughout the site)

  • Location & Department naming conventions

  • (Global setting) Display vehicles in booking calendar based on their utilisation – No/Yes

  • Hide Exclusivity/Usage Scope - No/Yes

  • Hide Change Pin - No/Yes

  • Hide Feedback - No/Yes

  • Text on booking form

  • Help desk naming

  • Alternate booking filter enabled - No/Yes

 

If you wish to discuss migration from Campus Admin to Pool Management, please raise a ticket in the service desk here. Please note that there may be training costs associated with the migration.

 

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