How to create a booking in PoolCar
Login |
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Log into your PoolCar account either via the login page or via SSO
Every organisation’s PoolCar URL is different, please check this with your administrator. |  |
+New Booking |
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Navigate to the +New Booking page on the top navigation bar.
Depending on your organisation’s system settings regarding automatic vehicle allocation, you will either be redirected to the New Booking (1.1) page or the Booking Calendar (1.2)
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New Booking 1.1 | With this setting, you do not select your own vehicle. |
The New Booking (1.1) page is where you enter in booking details and are allocated an appropriate vehicle based on your selections.
With this setting, you are not able to select a particular vehicle to book.
Once you have been allocated a vehicle Click to proceed with Booking and skip the next step - Booking Calendar step 1.2)
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Booking Calendar 1.2 | With this setting, you select the vehicle you need to book. |
The Booking Calendar (1.2) is where you can select the vehicle you need to book.
With this setting, you select the vehicle you need to book.
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Select the Date required by arrowing forward through the days, or by clicking on the calendar to select a date in the future | |
Select the appropriate Vehicle pool from the dropdown | |
If there are additional filters to select, select these from the Advanced search options | |
If you want to check availability in the future, you can change the calendar view on the right-hand side to Week View or Month View | |
Once you have selected a vehicle, click on the start time of the booking and the Booking form will open.
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Booking Form |
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The Booking form might look a bit different for your organisation as there may be custom fields on the Booking form that have been configured by your Sysadmin.
Complete all required fields. | |
Booking on behalf |
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If you organisation allows you to book on behalf of another driver, start typing the driver’s name under the Driver Details section and select the appropriate driver from the dropdown.
You can click on ‘Remember these settings for next time’ if you want to save those driver details for next time you make a booking. |
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Adding Passengers |
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If you are taking passengers, click on the Passenger Manifest tab.
The number of passengers you can add, will reflect the number of available seats in the selected vehicle.
Start typing the name in the Passenger Email Address field and select from the dropdown, complete the required fields.
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Saving Booking |
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Click back into the Booking Details tab
Click Save Booking | |
Booking confirmed |
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Booking is confirmed if successful, but can also be provisionally confirmed if requiring approval.
Booking ID number is supplied
Email is sent with calendar invitation attached (setting dependant) |
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