v5.1 January 2015

Kurt Lingohr -

Release Status: 

  • v4.12.x released (which includes many of the items below).
  • v5.1.0 released Sunday 1st Feb


Happy New Year and welcome back! We have a bumper issue for you this month.

Performance Improvements

We've made some performance tweaks to the cloud servers and the structure of the PoolCar application code, which should result in performance improvements (faster page loads). In particular we have optimised how the browser goes about fetching content from the servers, using results from speed optimisation tests. You should notice pages loading a bit quicker. We'll continue to monitor and make improvements and advise accordingly.


Single Sign On in the Cloud

(This section is only relevant to customers on the Cloud Edition. Enterprise customers can skip this section).

With the on-boarding of new customer Monash University, we have implemented a Single Sign On (SSO) solution in the cloud.

The technology path we have used is called "ADFS", or (Microsoft) Active Directory Federation Services. This allows PoolCar to login users against your internal Active Directory servers. The primary benefit is that all user account provisioning and management is handled in your Active Directory, without having to duplicate user accounts on the PoolCar server.

If you have no idea what SSO is, or if it is relevant to you, you can safely skip this section. Should you wish to obtain a quote to enable SSO for your cloud server, please contact us for more information.


Cost Centres and Project/Fund Codes

For customers who want quality controls around the cost centre codes that appear in the charging file, there is now an option to ensure all new bookings strictly adhere to your official "master" list of cost centre codes.

In late 2014 we also added an additional field called "Project Code" or "Fund Code" which is a subset of codes underneath a given cost centre.

To use this new setting, you firstly upload your official list from CSV, then enable the setting which forces all codes entered onto the booking form to be one of those on the master list. You can upload a new master list as often as you like.

For customers wanting to integrate their cost centre list with their finance or accounting system (often called a General Ledger or GL), please contact us for a quote to integrate PoolCar with your GL. To date we have successfully integrated with SAP and Oracle systems.

For more information, see this help article.


Road Worthy Checks / Warrant of Fitness (NZ)

There's a new Certification Register available from the Sysadmin menu, which tracks the legal compliance of vehicles and other assets. These compliance checks are sometimes known as Road Worth Checks (RWC) or Warrant of Fitness (WoF). 

The Certification Register works much like the Servicing register, with dates and the ability to enter a new Certification.

On the Vehicle Register, when you edit a vehicle (or add a new one), there are new fields for these certification dates.

As with most of the PoolCar features, using the new Certification Register is not mandatory but if you need to track such, you'll appreciate this new feature.


Improvements to Charge Out Rates

There's a new option to tell the system whether or not the 'Max Daily Charge' is inclusive of distance traveled (i.e. $ per KM or Mile), or not inclusive. For instance, you might charge a daily maximum of $65 (in consideration of an hourly rate) PLUS the distance traveled (i.e. $0.28 per KM). 

Before this new setting, the Max Daily Charge included the time component and the distance component under the one max charge.

If you don't use charging, then you can safely ignore the above ;)


State of Registration

Registration plates (aka 'Rego' or 'License Plates') are used extensively throughout the system. We now have a new optional field for 'State of Registration'. i.e. you can tie a license plate back to a State/Territory/Region.

Not that getting a duplicate plate across two States would likely be an issue! Its so that you can (later) report on expenses across regions, or - more likely - apply charge out rules using differing rates according to each operating locale.

For example, you might have one charging rate for Australian cars and another for New Zealand cars.


Drivers with No Licence

We all know that the Vehicle (Asset) Register can have all sorts of bookable assets not limited to cars, like MyKi/Opal transport cards, bicycles, etc. These asset classes do not require a driver licence.

Furthermore, in your organisation it may well be that there are staff members who do not hold a driver licence, and hence, not able to book these alternate forms of transport.

Before this version, PoolCar did not handle this kind of situation very well. PoolCar forced all users to choose a licence type. As of this version, there is a new licence category called "No Licence". 

Administrators can now enable a new setting so that users are only shown the asset types their licence permits. i.e. 'No Licence' will only show asset classes where the asset licence type required is 'No Licence Required'. Similarly, drivers who hold a probationary licence (P-Plates) are only shown cars that are flagged as 'probationary drivers can operate'. Ditto for automatic/manual transmission cars.

In other words, this optional new setting restricts drivers to book only those asset classes which their licence allows. By default this is not enabled. To enable this setting, please contact us at help@poolcar.com as there is some preparatory work you will need to do, such as ensuring all your assets in the Vehicle Register have a licence type required set.


Bug Fixes and Enhancements

  • Vehicle Register now has additional fields for Etag ID (for vehicles fitted with an electronic tolling tag) and VIN/Chassis No (v4.12)
  • Bug fix whereby clicking an Approve or Decline link from an Approval Trigger email forced the user to Sign In. With this bug fix users can click the link without being required to Sign In. (v4.12)
  • Fuel Register now has a column for Cost Centre plus a field when editing/inserting a record manually.
  • The fuel importer now will look up the vehicle's cost centre if the Cost Centre column of the fuel template is set to 'Skip'.
  • Booking form pop-up window was not refreshing the calendar if you clicked 'Close' in the top-right hand corner of the pop-up window. Clicking the text 'Close Window' after making a booking was refreshing the calendar. Both options now refresh the calendar.
  • Sysadmin > Booking Search - can now search by driver


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