Incident Register - reporting Damage/Incidents in PoolCar

When a PoolCar booking is checked in, (either via the PoolCar mobile website, the PoolCar App or KeyMaster) there can be a check-in prompt enabled to ask the driver if there has been any damage or incidents with the vehicle.

For PoolCar, the prompt is enabled in the Sysadmin Menu - Application Settings - Check In/Out

For KeyMaster, the prompt is enabled in the KeyMaster itself - Check In Prompt - Damage or Issues

By default the PoolCar system will automatically create a maintenance booking on the vehicle for 3 days (this timeframe and process is configurable).

In order for the information about the damage/incident to appear in the Incident Register, the driver then needs to ensure they return to the PoolCar website and add the details.

Reporting Damage/Incidents

Upon check-in of a booking, driver states that there was damage/incident with the vehicle:

In PoolCar (mobile website)

In KeyMaster

KeyMaster - PoolCar Driver User Guide | Returning

Driver subsequently logs into PoolCar and adds in the details:

Navigate to Damage/Incident on the Top Navigation Bar

2. Complete the Report Damage/Incident page

Licence Plate: select the licence plate, or click My recent bookings and select the vehicle/booking

Date of Damage/Incident (or date observed):
Your name: will be auto-filled with driver name
Your contact number: will be auto-filled with driver mobile
Inspection required? Select Yes or No from drop-down
Description of damage or incident: Enter all information about the damage/incident

Completed example below:

Once saved, green confirmation message will appear

If Inspection is required, the following email will be sent to all Sysadmins

Incident/Damage Report will be emailed to all Sysadmins

Details will appear on the Incident Register

Incident Register - reporting Damage/Incidents in PoolCar

Related content