Poolcar Glossary and info

Natasha Hartnett -

Associate a vehicle with a campus admin SysAdmin > Vehicle Register > (edit vehicle), put the user's details in either Primary contact, secondary, admin 3 or admin 4. The key point here is the email address must match the user's email address. When that user logs in next, they'll see the vehicle in their Campus Admin menu.
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
Attended key management  Where you have a person(s) responsible for handing out keys and receiving keys from drivers (booking holders). Examples include a campus security officer, a travel desk, receptionist or other designated person who physically hands over keys and updates the Check In/out page.
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 – eg:
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
Future Bookings - By default recurring bookings cannot be made more than 90 days into the future. To override this default value: http://support.lingosystems.com.au/hc/en-us/articles/200942189-Can-we-limit-how-far-into-the-future-recurring-bookings-can-be-made- 
Broadcast message (to all system users) SysAdmin > Utilities > system messages - This screen lets you broadcast a message to all system users.
Display sequence Is a weighting applied to each vehicle, from 1 to 100. See this article, http://support.lingosystems.com.au/hc/en-us/articles/200942099-When-adding-a-vehicle-to-the-vehicle-register-what-is-the-purpose-of-the-display-sequence-can-you-provide-an-example-of-how-this-could-be-used-
Downloads  These are files and templates you can download to setup your PoolCar account.
Vehicle Import Template - http://support.lingosystems.com.au/hc/en-us/article_attachments/200302989/Vehicle_Import_Template.xls
User Import Template - http://support.lingosystems.com.au/hc/en-us/article_attachments/200302999/User_Import_Template.xls
Cost Centre Upload Template - http://support.lingosystems.com.au/hc/en-us/article_attachments/201349695/Cost_Centre_Upload_Template.xlsx
Change user access SysAdmin menu > Manage Users > (edit user)
Environmental friendliness  It is possible to sort vehicle in order of environmental friendliness by decreasing the display sequence value for those vehicles you would like to promote or encourage, see Display Sequence.
Implementation Strategies See this article for help,  http://support.lingosystems.com.au/hc/en-us/articles/200942039-Implementation-Strategies
Internal Hosting  When Poolcar is required to be installed on your internal server. Instructions for this can be found here, http://support.lingosystems.com.au/hc/en-us/articles/200942139-Installation-Instructions-for-Internal-Hosting 
KeyMaster® Manage Units – Manage installed KeyMaster Keylocker units
Manage Keys – Manage keys stored inside KeyMaster units
Sales Information – click here for KeyMaster information http://www.poolcar.com/feature-tour/keymaster-electronic-key-locker/ or here for a brochure http://www.poolcar.com/wp-content/uploads/2014/08/KeyMaster-Web.pdf?pdf=KeyMaster
Kiosk PC If you wish to use a dedicated kiosk PC, you can create a user account within PoolCar with the word "kiosk" in the username field. Examples usernames include "kiosk" or "supplybuildingkiosk" or whatever, just as long as it has the word kiosk in it. This is a special logon with restricted menu options that will only show the Check In/Out page, ideal for an unattended common area. It will automatically refresh the page every few minutes.
Pool Management – new functionality replacing of access groups System admins – overall administrator
Pool Manager – like campus manager, or campus admin
Pool officer – limited functionality – equivalent to kiosk user account
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
GPS Device register experimental – `
Toll register new – Manage road toll transactions
Reports  Vehicle Utilisation – Hard data to see the utilization rate of each car
Internal Charging – Generate a charge-out report for finance
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
User access (change) SysAdmin menu > Manage Users > (edit user) >
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 new – Upload toll statements in CSV format. Help - http://support.lingosystems.com.au/hc/en-us/articles/203207415-Uploading-Toll-Statements
Unattended key management - Either keys hanging on a peg board near a kiosk-type PC where staff can check in/out themselves, or a KeyMaster® electronic key cabinet.
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 admin access Is granted by SysAdmin menu > Manage Users > (edit user) > tick box for SysAdmin then 'Save'
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. Bookings
Custom Code Blocks
Show Web Services Key
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