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Account Settings | Application Settings – The master control panel for changing system settings
Branding - Upload Logo – Upload your own logo, which appears in the top-right corner of each page
Security Settings – Force all users into HTTPS mode | |
Billing | Subscription – Manage your billing settings
Invoices – View a list of all invoices/bills | |
Bookings | Booking search – search for bookings by date or vehicle
Vehicle availability calendar – see what timeslots are available for a vehicle
Transfer Bookings – bulk move bookings from one vehicle to another
Provisional Bookings – see which bookings are currently pending management approval (see also Approval Triggers)
Check In/Out – Key collection and return – record the actual times and odo readings for each booking
In/Out Board – Just like whiteboards, see which cars are currently in or out
Who Had It? (date/time) – Investigate who had the vehicle for a given date/time
Priority Claims – Used for when assets are reserved for long periods of time to a certain group | |
Email & Page Templates | Usage statement email
Sign In page wording
Licence Not Verified Template
Welcome Page Wording
Email Template - Booking
Email Template - Approved Booking
Email Template - Infringement
Email Template - New User Account
Email Template - Approval Trigger
Email Template - Passenger Approved
Email Template - Servicing Reminder
Email Template - Serviceability Check Reminder
Email & Page Templates
Email Templates - Booking Request Pool Manager
Email Templates - Booking Request Driver | |
Journal (Accounting) optional extra | Pending Charges
Approved Charges
Exported Charges | |
KeyMaster® | Manage Units – Manage installed KeyMaster Keylocker units
Manage Keys – Manage keys stored inside KeyMaster units
Sales Information – click here for KeyMaster information | |
Pool Management | Pools
Asset Register
Access Group Names
Access Group Rules
Manage Pool Administrators | |
Registers | Document register – This is your master list of documents and files. Add/Edit/Delete
Vehicle register – This is your master list of vehicles. Add/Edit/Delete
Incident register – These are all the incident reports that come in from the Red Flag Icon above
Infringement register – Manage traffic infringement notices and violations
Servicing register – Keep on top of scheduled servicing and maintenance
Serviceability Check register – Create reminders to perform miscellaneous checks and inspections
Lease register – Track all your lease agreements
Feedback register – You can view all Feedback submitted by your users
Driver register – Manage the drivers of your vehicles including licence expiry dates
Recall register – Track cases of manufacturer recalls through to completion
Fuel register – All your fuel card statements get uploaded and stored here
Expense register – Track sundry expenses, such as servicing and repairs
Toll register – Manage road toll transactions
Certification register - Track compliance and certification; Road Worthy Checks (RWC) and WoF
Penalties – Track penalties incurred by drivers
Road User Charges (RUC) register - Manage RUC distance licences and renewals
Registration Renewal register - Track registration renewal dates
Insurance register – Track vehicle insurance policies | |
Reports | Vehicle Utilisation – Hard data to see the utilisation rate of each car
Internal Charging – Generate a charge-out report for finance (this is the only report that records booking form custom field responses)
Fuel Consumption – Scrutinise your fuel spend and CO2 output
Lease Snapshot – Decision support tool to see how your leases are performing
Expenses by Rego - See how the expenses stack up for each car and department
No ODOs - See which trips have no odometer values recorded
Log books - Electronic log book reports | |
Utilities | Robots – Manage scheduled tasks, your housekeeping robots
Change Rego – Change a vehicles licence plate e.g. if stolen and replacement plates issued
Change Email Address – Use this to correct incorrect email addresses
Set Campus Admins – Use this to set campus admins to a standard ‘set’ of users
System Message – Show a message to all users on the New Booking page e.g. reminders to keep cars clean and tidy | |
Uploaders | Odometer Readings – Batch uploads for users not uploading fuel card statements (the preferred method)
Driver Agreement Form - You can upload your organisation’s agreement that drivers must sign as part of the Driver License Verification process
Expense File – Batch upload of expenses. Use the supplied template
Fuel Card File - Upload fuel card statements in CSV format
Bulk load Vehicles/Resources – Upload fuel card statements in CSV format
Bulk load User Accounts – Upload fuel card statements in CSV format
Toll Statement – Upload toll statements in CSV format. | |
Security & Permissions | Manage Users – Here is where you add/edit/delete user accounts
Audit Trail – Every time somebody does something it’s recorded in the audit log. Like footprints in the sand.
System Generated Emails – A copy of every email ever sent is stored here
Approval Triggers – User this for instances where management approval is required to make a booking
Access Group Rules - Here you can create partitions in your fleet so that only certain users see certain cars. | |
System Data | Fuel Card Formats – Add support for fuel card formats other than BP and Shell
Asset Types – Add different asset types or asset classes e.g. Trailer, Vessel, meeting room etc….
Custom User Guides – Download the standard user guides, modify and upload your own version. There is a base template in Word format you can use and make your changes. Two different user guides are offered - one for standard users (download Word version here), and the other for campus/site administrators (download Word version here). These user guides appear in the 'User Guides' link in the footer of each page.
Calendar Header Fields - Customize the information displayed on the availability search calendar. You can display specific fields for each vehicle body type.
Body Types – Add different chassis types, if not already on the list
Charge Out Rates – Create your own charge formulas
Access Group Names – Setup the access group names
Infringement Types List – Customize the list of infringement or violation types | |
Web Services (For IT Staff) - is used for integrating PoolCar with other IT systems, such as Finance or HR. | Journeys
Passengers
Road User Charges
Cost Centres
Bookings
Vehicles
Users
Keys
Drivers
Pools
Pool Assets
Pool Admins
Show Web Services Key | |
