The Vehicle Register is the original register for all vehicles and assets within PoolCar.
It is used by customers with Pool Management and Campus Administration (our legacy PoolCar platform).
It is found under Registers on the SysAdmin Menu (identified in the screen shot below) and is only available to SysAdmins.
The Vehicle Register can be filtered on Rego, Campus, Exclusivity (Usage) & Status.
The are 11 required fields in the Vehicle Register that will need to be completed before the page can be saved, these are outlined in the process below.
Log in as a Sysadmin, and navigate to ‘Vehicle Register'
Click the ‘Add Bookable Asset’ button near the top right-hand corner of the screen
Note - We use the term ‘Asset’ instead of vehicle as many customers use our system to book things that are not necessarily cars (i.e. bikes, parking permits, boats, etc.)
Enter the vehicle/asset details into the fields on the blank form, scroll down and click ‘Save’ once you have all the information entered
Mandatory fields are as follows:
Rego
Usage Scope
Vehicle Make
Vehicle Model
Year of Manufacture
Vehicle/Body Type
Licence Type to Operate
Primary Contact - Name
Primary Contact - Phone
Primary Contact - Email
Licence Type
Recommended fields are:
Colour
Fuel Type
Cost Centre (setting dependent)
Servicing details (if applicable)
Current Odo Reading & Date
Cannot Be Booked Before Date
Cannot Be Booked After Date
Owned or Leased
Seats (for Share a Ride/Passengers)
Display Sequence
Probationary Drivers Can Operate?
Please note that in any of the free-type fields e.g. Comments, Instructions to User, you cannot enter any special characters (comma, apostrophe, inverted commas etc.)
Note - You can add a date when this vehicle will be available for bookings from in the field ‘Cannot be booked before’ - This is helpful if the vehicle has not yet been delivered.
Adding a new non-vehicle asset
You may need to create a new Asset Type
Deleting a vehicle
It is important to note that we almost never actually delete anything, but merely hide it from view.
For vehicles, we remove them by Archiving. From the vehicle register, click ‘Archive’ on the right-hand side
If you accidentally archive the wrong one, you can change the filter bar to show Archived vehicles
From this screen, you can ‘Un-archive’
Replacing a vehicle
Go to the Vehicle Register and select ‘Edit’ on the vehicle which is being disposed
Find the field ‘Cannot be booked after’ and enter the date which you will no longer be accepting bookings for this vehicle
Click ‘Save’
When the day comes to remove the vehicle completely, delete by Archiving as mentioned above.
If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk
