In its normal (default) state, PoolCar lets users make vehicle bookings directly, in a self-serve manner.
Some organizations may prefer to have all bookings made centrally as opposed to users making their own bookings.
PoolCar has an Approval setting which can be enabled for specific rego's or all vehicles (rego = *). When enabled, the approval step works like this:
- Sysadmins defined the approval triggers (see 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 approver as per the approval trigger rule
- The approver reviews the booking details in the email message and clicks either 'approve' or 'decline'
Approval Trigger Rules
To setup approval triggers:
- Click SysAdmin to go to the system administration page
- Click Approval Triggers (under the Security & Permissions heading)
- Click the button 'Add New Trigger'
- For the trigger details:
You can also edit triggers by clicking the 'edit' link.
- Enter the Rego of the vehicle, or * for every vehicle (asterisk is a wildcard). Note; Campus Admins can only select a rego from a list of regos that they are an administrator for.
- Enter a specific username that this rule applies to, or * for every user.
- Select the booking field to evaluate
- Select the condition operator
- Enter or select the value that would trigger an approval
- Select an option for who the approval requests should be emailed to.
- (optional) Enter a comment to jog your memory why this rule is in place.
- (optional) Select a date range that this rule is active.
- Click 'Save Trigger'
Example 1 - Overnight bookings
Scenario - Overnight bookings require special permission (i.e. garaging)
Follow steps 1 - 4 inclusive to add a new trigger. For the rego enter * for every vehicle, select overnight booking as the field to evaluate, then Equals as the condition operator, then Yes as the value.
Example 2 - All Bookings Require Approval for Rego ABC123
Scenario - ABC123 is a very special car. 17 cup holders. Not just anyone can book it.
Follow steps 1 - 4 inclusive to add a new trigger. For the rego enter 'ABC123', select Booking Duration Hours as the field to evaluate, then Greater Than as the condition operator, then '0' as the value. In other words, every booking where the duration (pickup - return) is greater than zero.
Example 3 - User Bob Smith Needs Approval
Scenario - Bob has racked up some violations/tickets and needs permission to use a vehicle as part of his management plan.
Follow steps 1 - 4 inclusive to add a new trigger. For the rego enter *, type in Bob's username, select Booking Duration Hours as the field to evaluate, then Greater Than as the condition operator, then '0' as the value. In other words, every booking where the duration (pickup - return) is greater than zero.
A Note about Custom Booking Fields
If you have added custom fields to your booking forms, these fields will also appear in the list of fields that can be evaluated.
System Administrators can allow Campus Administrators access to Approval Triggers. To enable or disable, go to Sysadmin > Application Settings and change the setting for 'Campus Admins can see Approval Triggers'
Where enabled for Campus Administrators, they can only set approval triggers for vehicles that they are responsible for.
New in Version 4.1+
Once an approval request is approved or declined, the email notification sent back to the requester now comes from the email address of the person who clicked the Approve/Decline link. Previously the sender of the email was the campus admin for the vehicle being requested.
Note - you may run into trouble here if your email server has anti-spoofing controls in place. Spoofing is a type of spam check where your email server thinks it is rather odd that an email has been generated from outside of your email network. How would you know if this was the case? The requester would not be receiving any email notifications.