Restricting access to assets based on accreditation requirements

In PoolCar you have the ability to restrict access or bookings to assets that require the driver to have attained a certain level of training, herein referred to as accreditation.

Here's an example. Lets say you have a pool of four-wheel drive (4WD) vehicles, but policy states that drivers cannot book the 4WD unless they have done the mandatory training course. Upon completion of the training course the driver receives a certificate of achievement, or an accreditation to operate 4WD vehicles.

With this feature, PoolCar can hide these 4WD vehicles by default and only allow users to book them if they have completed the training course.

Another example could be electric bicycles. The e-bikes can only be booked if the rider has gone to the training and completed the course.

How It Works

There are three parts to this process:

First we create an accreditation type. For instance, this is the name of your training course for 4WD's.
Next, we tag the asset(s) requiring accreditation, i.e. we tag all the 4WD's as requiring the user to have attained the 4WD accreditation defined in step 1 above.
Finally, we tag the users who have attained the accreditation, i.e. those people who have completed the training course.

Bullets 1 and 2 are fairly straight forward. Let's expand on bullet 3. How will the system know which staff have completed the training? There are two ways:

A System Administrator manually goes into the new Accreditation Register and ticks the box for the users who have completed the training; or
The System Administrators decide that users can self-nominate which training they have completed using the good ol' honesty system (disabled by default). The alternative is to perhaps create extra work for the administrators to maintain the list.

Step 1. Enable the new setting

From the System Admin menu, click Application Settings.

Find Accreditation types enabled in the Access Rights group. Set this to YES and click the Save button.

There is an optional setting for "Allow users to manage their own accreditation's". This is where we turn on self-nominate, as described above.

Step 2. Create Accreditation Types

With the new setting enabled, the System Admin menu will have a new line item under the heading "System Data" called Accreditation Types. Click this link.

Type some text in the field Accreditation Name, enter an optional Description then click the Add button. For example, the Name could be "4WD Safety Course", and Description could be “4WD Course Completed”.

Step 3. Tag the asset(s) that require accreditation

You can do the following from either the Vehicle Register, or if using Pool Management, the Asset Register.

If using the Vehicle Register, search for the vehicle in the data grid. Click Edit then scroll down to the field "Accreditation Types". Tick the box or boxes for each type of accreditation the driver needs to operate this vehicle. Scroll down and click the Save button.

If using the Asset Register, search for the asset and click Edit. Click the Bookings tab and tick the box or boxes for each type of accreditation the driver needs to operate this vehicle. To save, click the tick icon that appears next to the field.

Step 4. Tag the users who have attained accreditation

Recall from above there are two ways to tell the system which staff members have completed the training course - (i) System Admins manually maintain the list, or (ii) users self-nominate.

Please note that you can use both methods - it's not a case of one or the other. System Admin nomination is enabled by default, but self-nomination is disabled by default. Enabling self-nomination does not prevent System Admins from maintaining the list also.

From the System Admin menu, go to the Driver Register. Click Edit for the staff member who has performed the training and tick the accreditation type(s) they have attained. Scroll down and click the Save button. Repeat for each applicable driver.

Self nominate - There are two ways users can self-nominate - either on the Welcome page for first time users, or for users who are already active in the system, by clicking Update Driver Licence found at the bottom of the page.

On either page, the user simply ticks the accreditation type(s) they have attained.

Note: if your organisation has enabled Licence Verification, clicking Save on the Update Driver Licence page will trigger a re-verification workflow. In other words, the System Admin will need to Verify. This only applies if you have Licence Verification enabled.

Conclusion

With the above steps completed, the New Booking calendar will automatically hide any bookable assets that have been tagged in step 3 above, and only display them if the user has been tagged per step 4 above.

If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk