In it’s default state, PoolCar allows users to make vehicle bookings directly in a self-serve manner. Your organisation may prefer to have all bookings, or some vehicles, require approval before they are confirmed.
Please note that Approval Triggers will be set/approval requested based on the order in which they are created.
To set up Approval Triggers
Click SysAdmin > Main Menu
Click Approval Triggers (under the Security & Permissions heading)
Click the button 'Add New Trigger'
For the trigger details:
Enter the Rego/Licence Plate of the vehicle, or type * to select every vehicle
Please Note - Campus Admins/Pool Managers can only select a rego that they are an administrator for
Enter a specific Username that this rule applies to, or type * to select every user
Select the Booking Field to evaluate
Note that these are the fields that can be selected and include any Custom Booking Fields that have been configured
Select the Condition Operator which is dependent on the booking field selected
Enter or select the Value that would trigger an approval
Select Email address for approval for who the approval requests should be emailed to
Please note that Designated approvers for the vehicle is not currently supported
Please note that Line Managers also need to be PoolCar Users
(optional) Select Date From/To or leave blank for always
(optional) Enter a Comment to jog your memory why this rule is in place
Click 'Save Trigger'
You can edit triggers by clicking the 'edit' link next to the trigger on the main Approval Triggers page
Once enabled, the steps that occur when a user makes a booking are as below:
Users make bookings against the vehicles they require, for their desired dates/times
If the booking meets the approval trigger criteria, the booking becomes a "provisional booking"
For the provisional booking, an email is automatically sent to the nominated user/admin as per the approval trigger rule
The user/admin reviews the booking details in the email message and clicks either 'approve' or 'decline'
Re-approval process
A general user changing a booking will always put the booking through the approval process again.
A sysadmin user will only push it through the approval process if the updated booking hits a different approval trigger condition.
If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk
