Trip Planning

Introduction

Smartrak has been working hard to modernise the booking process for PoolCar users. The ‘Trip Planning’ tool is a part of this process and will help users better locate their destinations via a map interface.

Trip Planning will deliver an improved user experience and going forward, incorporate various features that will be essential in supporting Smartrak's vision for Sustainable Transportation.

We understand that any change can be met with resistance and have focused on delivering a user experience with Trip Planning that is intuitive and easy to adopt. We have also ensured that guides such as this are available to smooth your adoption of a solution that will deliver improvements to your vehicle users and managers

Eligible Users

When enabled,[CG1]  Trip Planning will be available for all regular users. Sysadmins, Pool Managers, and Pool Officers will have the option of activating Trip Planning for their fleets or continuing with the existing Calendar View when performing bookings.

Any elevated user can continue to use the calendar view but will have the option to take advantage of the new Trip Planning experience.

Trip Planning Settings (App Settings)

• As a fleet manager, you can turn Trip Planning on or off for users from the AppSetting page → “Trip Planning” Tab.

• Select the culture/language from the setting tab to use the map in that country

Open

Supported Features

At this stage, Trip Planning does not support all the features currently available in the Calendar View. Therefore, some settings may block the activation of Trip Planning. To take advantage of Trip Planning, those unsupported settings need to be disabled.

Recurring Bookings

Recurring Bookings must be disabled by selecting any of the YES options below.

Update settings at: Sysadmin > Application Settings > Booking Form 

Share a Ride

Each setting in the Share a Ride option must be set to YES to disable the feature.

Update settings at: Sysadmin > Application Settings > Passengers

Passenger Manifest

Booking form should show passenger manifest table set to NO.

 Update settings at: Sysadmin > Application Settings > Passengers

Accreditation Types

This feature must set to NO.

Update settings at: Sysadmin > Application Settings > Access Rights

Automatic Vehicle Allocation

This feature must be set to NO.

Update settings at: Sysadmin > Application Settings > Bookings

What are the current functions supported by Trip Planning

Not all existing features/functions in PoolCar will be supported in the new booking workflow. The supported functionalities are:-

• The new User Interface

• Source/Destination Entry

• Project Code

• Custom Fields (Only Text Box now and more types will be supported in the future)

• FIlter the Vehichle by ey Words

• Purpose of Trip

• Business/Private Trip

• Synchronised bookings between Trip Planning and KeyMaster

• Synchronised bookings between Trip Planning and Keyless

When is Trip Planning going o support the remaining Calendar functions

By Q1 2024, our team intends to provide support for a majority of PoolCar calendar functions, though the dates may vary based on business demand.

Troubleshooting & Support

 If you require support, please raise a ticket in the Smartrak Service Desk - https://smartrak.atlassian.net/servicedesk/customer/portal/3