Smartrak PoolCar App is for customers with a mobile workforce who want to manage their PoolCar bookings on the go.
The app provides instant access to create, edit or cancel bookings and lock and unlock vehicles for keyless entry customers.
The app offers a seamless experience with the ability to work offline and online with the app utilising the phone's Bluetooth technology when out of coverage to lock & unlock a vehicle.
*NEW* There is also enhanced Passenger management functionality, allowing drivers to register an Odometer reading and time against individual Passengers as part of a wider trip.
Downloading the Smartrak PoolCar App
The Smartrak PoolCar App can be found on the Apple app store and Google Play store
Logging In
Enter the URL
Enter the PoolCar URL you use to access the website via your web browser e.g. http://xyz.poolcar.com
Click ‘Set URL’
Sign into PoolCar
Click ‘Sign In’
Enter your PoolCar credentials
Click ‘Sign In’
The app will then download your details and pre-load the app with your site’s customisations
Choose a Passcode
Choose a 4 digit passcode that will be used to access the app on future visits
Re-enter the passcode to confirm it
After your initial sign in you will only be required to use your passcode to access the PoolCar app going forward
Reset your Passcode
If you’ve forgotten your passcode you can use the Forgot passcode? to re-sign into PoolCar and choose a new passcode.
Clear PoolCar App Data and Re-Link
If you are required to clear the PoolCar App data and sign up again, please follow these steps:
Log into the PoolCar App
Navigate to the vertical ellipsis and select Settings
Click on Clear application data
Click on Yes to the Warning! that appears.
Navigate back to Logging In above and enter PoolCar URL, Sign in to PoolCar and Choose a Passcode
New Bookings
Create a New Booking
Bookings List
The landing page shows bookings from the start of today up to 30 days in the future. Bookings further in the future will not be displayed on the app.
New - Not yet checked out
Checked out
Checked in
Tap the (+) button on the landing page to start creating a booking.
Enter Booking Details to Find Available Assets
Choose a pickup date, time
Choose a return date, time
Optionally choose a Pool – only vehicles within this Pool will be shown
Optionally choose a Type – only vehicles with this body type will be shown
Optionally select a Keyword Tag – only vehicles with this tag will be shown
Tap Search for Availability to show a list of all vehicles that are available and match the filters you’ve entered.
Select Asset from Available Assets
All available assets will be shown – tap the one you would like to book.
Answer Custom Fields and Finish Creating the Booking
Answer any custom fields you are prompted with
You may see a text field requesting information to by typed in (e.g. Purpose / Destination)
You may also have to select an value from a drop down list (e.g. agreeing to declarations)
Booking will be created – you will be given your booking number in the Create Booking Success! prompt.
Existing Bookings
View Existing Bookings
All upcoming bookings for the next month (from today onwards) will appear on the landing page
They are listed in order of when they are due to start
Each booking will be shown in a different colour depending on it’s check out/in status
New - Not yet checked out
Checked out
Checked in
Each time this page refreshes it will grab the latest booking information from the cloud
This includes an unique key for Keyless Entry over Bluetooth for any existing bookings. This will be used to securely unlock the car even when you are out of cellular reception.
Pull down on the list to refresh the list
Edit Existing Bookings
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu you can edit the booking via Edit
Editing the booking will highlight editable fields – simply tap the field to edit the value
Tap the [tick] tick to save changes, or the [cross] cross to cancel the changes
Cancel Existing Bookings
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Cancel booking option
Confirm the booking should be cancelled with Yes
Alternatively, stop the process with No
Check Out/In (non-Keyless)
Check Out Booking
Booking Details
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check out option
Check Out Prompts (please note these are not configurable or able to be hidden)
Agree to the Check Out prompts that appear
Company’s phone within vehicle policy
Confirm you have a valid driver’s licence
Remember to note that starting and ending odometer for your booking
Tap Agree to continue
Check Out
Tap Check out to start your booking
Check In Booking
Booking Details
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check in option
Check In Prompts (please note these are not configurable or able to be hidden)
Report on how much fuel was remaining in the tank at the time of check in
Confirm if there is an damage/issues to report to your PoolCar administrators
Report the percentage of your trip that was private use
Enter the starting and ending odometers
Tap Check in to complete your booking
Check Out/In (Keyless)
This section only applies to vehicles with a Smartrak Keyless Entry device installed – for checking out and in vehicles without Keyless Entry see the next section.
Check Out Booking
Booking Details
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check out option
Check Out Prompts (please note these are not configurable or able to be hidden)
Agree to the Check Out prompts that appear
Company’s phone within vehicle policy
Confirm you have a valid driver’s licence
Remember to note that starting and ending odometer for your booking
Tap Agree to continue
Unlock and Check Out
Tap Unlock and Check Out and the app will start broadcasting to the keyless device within the vehicle via Bluetooth.
If it is unable to locate the device you will be able to retry via Bluetooth, or attempt an Unlock using cloud and check out.
This may be caused by how far away you are from the vehicle – make sure you’re at the correct vehicle if it doesn’t succeed.
Re-unlock Vehicle
From the booking details page, tap the Unlock option in the three dot menu.
The app will attempt to unlock the vehicle via Bluetooth
Check In Booking
Booking Details
From the landing page tap on an booking to view it in more detail. This will bring up the booking details page where all information on the booking will be shown
From the three dot menu tap the Check in option
Check In Prompts (please note these are not configurable or able to be hidden)
Answer all check in prompts
Report on how much fuel was remaining in the tank at the time of check out
Confirm if there is an damage/issues to report to your PoolCar administrators
Report the percentage of your trip that was private use
Enter the starting and ending odometers
Tap Lock and check in
Lock and Check In
The app will try to lock the vehicle via Bluetooth
If it is unable to locate the device you will be able to retry via Bluetooth, or attempt an Lock using cloud and check in.
This may be caused by how far away you are from the vehicle
Additional Help & Support
If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk
