Testing Scenarios for PoolCar

👥 User Access & Authentication

User Accounts

All relevant users (drivers and admins) have been created/imported successfully.

SSO (if enabled)

Users can log in via the customer’s identity provider and access PoolCar without credential errors.

Roles & Permissions

Roles are correctly assigned (e.g. General User, Pool Administrator), with appropriate access to menus, vehicles, and business units.

New User Experience

First-time users can self-register (if enabled) and receive onboarding instructions or email confirmations.

🗓️ Vehicle Management & Scheduling

Vehicle Visibility

Vehicles are assigned to correct pools / access groups and visible to appropriate users.

Vehicle Status

Status reflects real-time availability (Available, Booked, Maintenance booking, etc.)

Servicing

Servicing schedules are in place and flagged when due.

Location-Based Booking

Vehicles can be filtered by location or depot, and rules are enforced for location-specific access.

🚗 Bookings & Workflow

Booking Process

Users can create, view, and cancel bookings via web and/or mobile interface.

Approval Workflow (if enabled)

Bookings trigger the appropriate approval chain and approvers are notified correctly.

Key Collection

Booking and vehicle information matches across PoolCar and (if applicable) KeyMaster.

Booking Notifications

Email confirmations, reminders, and overdue notices are received as expected.

Booking Restrictions

Booking rules (e.g. vehicle type, location, licence class) are enforced based on configuration.

🔐 Integration with KeyMaster (if applicable)

Booking Sync

PoolCar bookings sync to KeyMaster cabinets and match expected vehicle/key allocations.

Key Access Control

Only valid bookings are allowed to collect/return keys via cabinet.

Logs & Audits

Booking and key activity is logged and visible in PoolCar audit trail.

📄 Reporting & Auditability

Booking History

All past bookings are logged with correct vehicle, user, time, and status.

Reports

Key reports are accessible and accurate.

Exporting

Booking or fleet data can be exported to .csv or .xls format as required.

System Logs

Audti trail capture relevant events (logins, cancellations, approvals).

⚙️ System Settings & Configuration

Business Unit Structure

Organisational hierarchy and business units are accurately configured.

Licence Management & Verification

Drivers must have valid licence information (and verification workflow is defined)

Terms & Conditions

Booking declarations or policies are visible and accepted before booking.

Notifications

System-wide email templates and triggers are working and reflect agreed wording.

Operating Hours & Holidays

Localisation is set based on organisation working hours

🧾 Customer Confirmation