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PoolCar Application Settings

PoolCar Application Settings

Bookings

Bookings

Settings that control how bookings behave.

  • Automatic vehicle allocation

  • Drivers can only book for themselves

  • Allow bookings on behalf of non‑registered drivers

  • Allow multiple concurrent bookings for the same asset type

  • Allow bookings earlier in the day

  • Allow pickup time changes after booking has started

  • Buffer period between bookings

  • Maximum days bookings can be made in advance

  • Default booking duration

  • Maximum booking duration for non‑admins

  • Weekends count as billable days

  • Always send booking receipt

  • Attach calendar file to receipt email

  • Booking emails sent from Primary Contact

  • Cancellation fee threshold (hours)

  • Hide Report Incident/Damage link

  • Hide Record Odos link (MyBookings)

  • Hide Returned Early link (MyBookings)

Penalties

  • Late return amount

  • Minutes before late return penalty applies

  • Low fuel penalty

  • No‑show penalty

Booking Form

Controls what users must enter when making a booking.

  • Phone number field

  • Cost centre field

  • Project code field

  • Use reference table for cost centre / project code

  • Hide Purpose and Destination field

  • Minimum text length for Purpose/Destination

  • Hide recurring booking option

  • Hide daily recurring booking option

  • Hide Telematics tab

Calendar

Controls how the booking calendar works and appears.

  • Show only vehicles matching driver licence type

  • Show licence plate filter

  • Allow drag‑and‑drop between vehicles

  • Anonymise booking details for standard users

  • Show custom field values on calendar

  • Hide E‑tag option on availability search

  • Use Check In/Out colours for maintenance bookings

  • Require pool selection before booking form opens

Check In / Check Out

  • Prompt for start odometer

  • Prompt for end odometer

  • Odometer strictness

  • Prompt for issues/damage

  • Prompt for business/private use split

  • Prompt for fuel remaining

  • Allow retrospective check in/out

  • Early check‑out tolerance

  • Allow admins to update status via In/Out board

  • Custom title on Check In/Out page

  • Hide Check In/Out on mobile

Welcome Page

Controls what users must complete on first login.

  • Require driver licence

  • Licence number default text

  • Require cost centre

  • Cost centre supporting text

  • Project supporting text

  • Require employee ID

  • Require home campus

  • Require home address

  • Require date of birth

  • Require acceptance of terms and conditions

  • Welcome page completion rules

  • Restrict to specific email address

  • Skip welcome page

  • Line manager details

    • Require line manager email

    • Line manager source

    • Default line manager email

  • Access card details

    • Require card number

    • Card data source

    • Show facility code

Driver Licence

Controls licence capture and validation.

  • Licence verification enabled

  • Notify line manager when verification required

  • Verification grace period

  • Re‑verification method

  • Default licence state

  • Default licence type

  • Hide Manual Transmission option

  • Hide Probationary (P‑Plate) option

  • Days before licence status changes to Soon

  • Require valid licence at sign‑in

Access Rights

Controls access groups and accreditations.

Access Groups

  • Enable access groups

  • Assignment method

  • Explicit assignment

  • Prompt users to select groups

Accreditations

  • Enable accreditation types

  • Allow users to self‑manage accreditations

  • Accreditation notifications

Passengers

Controls Passenger Manifest and Share a Ride.

Passenger Manifest

  • Show manifest on booking form

  • Auto‑accept passengers

  • Cost centre field

  • Customer number field

  • Email field

  • Odometer field

  • Total distance

  • Total time

Share a Ride

  • Approval required for seat requests

  • Show seat count on calendar

  • Hide Share a Ride bar (availability search)

  • Hide Share a Ride button (search panel)

  • Hide Share a Ride from main menu

  • Show hidden custom fields on Share a Ride page

  • Calendar text prompting drivers to Share a Ride

Pool Management

Controls Pool Manager visibility.

  • Pool Managers can see Driver Register

  • Pool Managers can see all drivers

  • Obfuscate licence numbers for Pool Managers

  • Hide Approval Triggers from Pool Managers

Robots

Controls automated system actions
(Corresponding Robot must be enabled)

  • Cancel bookings not checked out within X minutes

  • Cancel no‑shows (all or selected vehicles)

  • Alert admins for late bookings

  • Late return notification frequency

  • Late return alert recipients

  • Active hours for late alerts

  • Notify booking holder of late return

  • Automatic vehicle reallocation

  • Reallocation time threshold

  • Minimum reallocation period

  • Reallocation and damage alert recipients

  • Reminder emails before bookings (days)

Fleet Servicing

Controls servicing and registration reminders.

  • Servicing reminder interval

  • KM/Miles before service changes to Soon

  • Days before registration changes to Soon

Emails

Controls system email behaviour.

  • Stop all emails

  • System email address

  • Force all emails from system email

  • Approval email sender

  • Notify line manager of bookings

  • Attach calendar invites to FYI emails

Localisation

Controls language, time, and terminology.

  • Working day start / end time

  • Time zone

  • Default language

  • Distance unit

  • Booking calendar start / end time

  • Booking naming (singular / plural)

  • Rego label

  • Cost Centre label

  • Project Code label

  • Employee ID label

  • Phone number label

  • Campus labels (singular / plural)

FBT (Australia)

  • FBT rate

  • Grossed‑up rate

  • Statutory percentage

Security

Controls password and login behaviour
(Not used with SSO)

  • Hide Change Password link

  • Lock accounts on creation

  • Password strength rules

  • Default page after sign‑in

  • Show reset password link

  • Change password warning text

Trip Planning

Controls Trip Planning feature.

  • Enable Trip Planning for standard users