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Pool Car Booking Officer
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Section Contents Page
1 The Homepage 4
2 The Vehicle Booking Tab 6
3 Users and Vehicles Settings 8
4 Manage BookingsVehicle Booking ListVehicle Booking CalendarEmployee Booking CalendarBooking Vehicle Availability Schedule
1011121314
5 Operational Reports 16
6 Pool Vehicle Equipment 17
7 Keybox Operational ReportsKeybox Key Status ReportKeybox Return Overdue Report
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Pool Car Booking Officer
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Section Contents Page
8 My Profile 22
9 “How To” GuidesHow to Search for a BookingHow to Edit/Cancel a BookingHow to Change the Driver for a BookingHow to check Vehicle AvailabilityHow to Create a Booking on behalf of a Pool Car UserHow to Create a Booking on behalf of a Non-System UserHow to Manage the Pick Up ProcessHow to Manage the Quick Completion ProcessHow to Manage the Full Completion ProcessThe Recurring Booking Function
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The Homepage
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The Homepage allows you to see at a glance the status of the pool vehicles.
By clicking on any of the blue links you can see a list of the vehicles at that status.
The homepage also contains
shortcuts to:
• Search for a Booking
• View the Employee or
Vehicle Booking
Calendars
• Create a Booking for a
Pool Car User or Non-
System User
• Complete a Booking
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The Vehicle Booking Tab
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Users and Vehicles Settings
> Pool Car User List
Manage Bookings
> Vehicle Booking List
> Vehicle Booking Calendar
> Employee Booing Calendar
> Booking Vehicle Availability Schedule
Operational Reports
> Pool Car Status Report
Pool Vehicle Equipment
> Vehicle Equipment Allocation
Keybox Operational Reports
> Keybox Key Status Report
> Keybox Return Overdue Report
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Pool Car User List
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Vehicle Booking > Users and Vehicles Settings > Pool Car User List
You can search by Name or Booking Account Code, or Select a Site or Authorising Officer and
Display to see Pool Car Users.
By clicking on the User Name you can view user details such as license number and expiry date.
The New Booking button takes you to the booking creation screen with the Pool Car User already
selected.
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Vehicle Booking List
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Vehicle Booking > Manage Bookings > Vehicle Booking List
On this screen you can view current and past bookings based on the booking status. You can filter by
site and date range and search by Booking Number, User or vehicle Registration.
On this page you can also Create, Edit or Cancel a booking. There are also links to view the booking
details (Booking Number) or Complete a booking.
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Vehicle Booking Calendar
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• Orange =
confirmed
• Yellow = booking
time has started,
but vehicle has not
been picked up
• Green = vehicle
has been picked up
• Blue = booking
completed
Vehicle Booking > Manage Bookings > Vehicle Booking Calendar
The calendar can be displayed in a daily, 5 day, 7 day or monthly view and shows all bookings for a
specific registration or a site – based on the vehicle.
For each booking the User Time, and Destination are displayed.
There are links to view existing bookings or create a new one. The colours represent the status of the
booking:
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Employee Booking Calendar
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Vehicle Booking > Manage Bookings > Employee Booking Calendar
For each booking the Time, vehicle Registration and Destination are displayed.
There are links to view existing bookings or create a new one
The calendar can be
displayed in a daily, 5 day,
7 day or monthly view and
shows all bookings for a
specific employee or a
site.
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Booking Vehicle Availability Schedule
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Vehicle Booking > Manage Bookings > Booking Vehicle Availability Schedule
This screen provides the total number of vehicles available to book based on site, date and time.
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Vehicle Booking List
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Vehicle Booking > Operational Reports > Pool Car Status Report
This report displays the current list of pool vehicles and current time vehicle status:
• Available
• Awaiting pick up
• Due back
• In use
• Incomplete
• Not available
• Overtime for picking up
• Overtime for returning
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Vehicle Equipment Allocation
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Vehicle Booking > Pool Vehicle Equipment > Vehicle Equipment Allocation
This page shows special equipment allocated to vehicles. The Equipment types are created &
maintained by the Customer Administrator
You san search by Registration and filter by Site, Business Unit or Equipment Type.
To edit the number of equipment items in a vehicle: click on the number displayed, enter the new
number and save.
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Keybox Key Status Report
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Vehicle Booking > KeyBox Operational Reports > KeyBox Key Status Report
This report shows a log of activity where users have logged into the Keybox, and picked up or
returned vehicle keys.
Filter by site and time period.
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Keybox Return Overdue Report
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Vehicle Booking > KeyBox Operational Reports > KeyBox Return Overdue Report
This report shows where users have been late returning vehicle keys.
This report is useful for managing user behavior.
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My Profile
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This screen allows you to update personal details, including username and password.
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How to Search for a Booking
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1. From the Homepage you can search by Booking Number, Booking User or Vehicle
Registration.
2. Choose the search field from the drop down list, enter the value and Search.
3. This will take you to the Vehicle Booking List screen.
4. From here you can use the filters to refine your search, if desired.
5. Click on the Booking Number in blue to view the booking details and take further action.
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How to Edit/Cancel a Booking
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1. Follow the steps on page 25 to search and view a booking.
2. Select the Edit or Cancel.
3. Edit the booking details, or enter the cancellation details.
4. Save / OK
• Please note some booking details cannot be edited. You may have to cancel and rebook.
• Completed bookings cannot be edited or cancelled.
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How to Change the Driver for a Booking
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1. Follow the steps on page 25 to search and view a booking.
2. Select Edit
3. Under Journey Details, Edit the Booking For field
a. You can select a Non-System User and enter their name, OR
b. Select a System User from the drop down list (same Business Unit), OR
c. For a user from a different Business Unit, tick the box on the right and type in the User’s
name.
4. Save
• The new driver will receive a confirmation email of their booking.
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How to check Vehicle Availability
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1. On the Homepage, select the Vehicle Calendar shortcut button.
2. The Vehicle Booking Calendar shows vehicle availability base on site, or specific registration
number. You can see where a vehicle has been booked, where is has been made unavailable,
and where it is available for booking.
3. You can view by day, 5 day week, 7 day week or month.
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How to Create a Booking on behalf of
a Pool Car User
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The Booking Officer can Create a booking on behalf of a Pool Car User
1. On the Homepage, select the Create Booking link For Pool Car User.
2. This takes you to the Pool Car User List. Search by Name or Account Code or Display by site
or Authorising Officer.
3. Select New Booking. This will take you to the booking creation screen.
4. Fill in the Booking details required:
a. Type of Vehicle Required
b. Cylinder Number
c. Transmission Type
d. Select any Special Equipment required
e. Pick Up Time and Date
f. Return Time and Date
g. Pick Up Location
h. Destination
i. Purpose
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How to Create a Booking on behalf of
a Pool Car User – cont.
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5. Agree to the Condition of Use
6. If this is a Recurring Booking select Yes and complete the details as per page 36.
7. Enter the names of any Passengers going on the journey.
8. Select an Authorising Officer if applicable.
9. Check the Personnel Details are correct
10. Select Journey Sharing and enter any Comments if desired.
11. Submit.
• Once the booking is submitted you will be taken to the Booking Result page with a summary of
the booking details.
• The User will receive a confirmation email.
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How to Create a Booking on behalf of
a Non-System User
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The Booking Officer can Create a booking for a person who is not a user in the Smartfleet system.
1. On the Homepage, select the Create Booking link For Non-System User.
2. This will take you to the booking creation screen. You can select if the booking is for Cleaning,
Maintenance, or a normal booking.
3. Fill in the Booking details required:
a. Type of Vehicle Required
b. Cylinder Number
c. Transmission Type
d. Select any Special Equipment required
e. Pick Up Time and Date
f. Return Time and Date
g. Pick Up Location
h. Destination
i. Purpose
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How to Create a Booking on behalf of
a Non-System User – cont.
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5. Agree to the Condition of Use
6. If this is a Recurring Booking select Yes and complete the details as per page 36.
7. Enter the names of any Passengers going on the journey.
8. Select an Authorising Officer if applicable
9. Enter the Personnel Details for the driver
10. Select Journey Sharing and enter any Comments if desired.
11. Submit.
• Once the booking is submitted you will be taken to the Booking Result page with a summary of
the booking details.
• The driver will receive a confirmation email.
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How to Manage the Pick Up Process
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1. Once a vehicle has been picked up, the Booking Officer can confirm the pick up in the Smartfleet
system.
2. On the Homepage, select the Pick Up Vehicle shortcut for the correct booking.
3. Fill in the Date and Time, enter any comments and select OK.
4. This will take you to the Booking Details page, where you can print off the completion slip on the
top right to hand to the driver.
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How to Manage the Quick Completion
Process
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1. The Driver can use the Booking Completion Slip to record the details of their journey.
2. On the Homepage, select the Complete Booking shortcut for the booking in question.
3. In the Booking Completion section, select Quick Completion.
• Quick Completion will complete bookings based on the action time and date. Quick completion
cannot be used if you are completing a past booking.
• The Quick Completion option is only available is switched on in the Booking Profile
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How to Manage the Full Completion
Process
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1. The Driver can use the Booking Completion Slip to record the details of their journey.
2. On the Homepage, select the Complete Booking shortcut for the booking in question.
3. In the Booking Completion section, enter the booking completion details
4. Complete
a. Actual Pick Up Date/Time
b. Actual Return Date/Time
c. Start Odometer
d. End Odometer
e. Business Kilometers
f. Nights Garaged Privately (if any)
g. Level of Fuel on Return
h. Enter any Damage, Service or
Maintenance Enquiries or Comments
applicable.
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The Recurring Booking Function
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The recurring booking function allows users to book a vehicle repetitively for a set period of time. This
function may be used for example:
• To reserve a vehicle for a regular meeting (e.g. every Monday for 6 months)
• A specific project (e.g. every weekday ending after 10 occurrences)
• Regular short term client visits (e.g. once a month for 6 months)
1. When creating a booking, select Yes for Recurring Booking.
2. Select Daily, Weekly, or Monthly, fill in the details and click OK.
a. Daily: limited to 1 day minimum and 99 maximum
i. Select the Start date
ii. Select an End date a) After a number of occurrences OR b) By a specific date
b. Weekly: limited to 1 week minimum and 99 maximum
i. Select the day(s) of the week to book
ii. Select the Start Date
iii. Select an End date a) After a number of occurrences OR b) By a specific date
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The Recurring Booking Function – cont.
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c. Monthly: limited to 1 month minimum and 12 maximum
i. Select the day and number of months (e.g. Day 15 of 2nd month), OR
ii. Select the First/Second/Third/Fourth/Last day of a number of months (e.g. The
second Wednesday of every 3rd month).
iii. Select the Start Date
iv. Select and End a) After a number of occurrences OR b) By a specific date
3. Fill in the rest of the booking details and Submit.
• Note: The booking is subject to the maximum advance booking as set out in the Booking Profile.
E.g. If the maximum advance booking is 8 weeks, and you have selected every Wednesday for
the next 10 weeks, then the booking will be rejected.