Poolcar Fleet Booking and Keyless Entry System User Guide: Getting Started in Poolcar
Last modified: 31 August 2016 (version 1.0) Contents 1. Introduction 2. Login for the first time using Griffith single sign-on 3. Initial Registration 4. Making a Booking 5. Commencing your journey 6. Finishing your journey 7. Reporting Damage or an Incident 8. Getting Additional Help or Support * * * * * 24 August 2016 2
1. Introduction The University operates a fleet of vehicles to assist staff members to undertake travelling in order to fulfil the responsibilities of their role. Staff that do not otherwise wish to use their own vehicles and claim mileage may through the Poolcar system: Register to use the system; View vehicles (by campus and type) that are available; Look to share vehicles with other staff members taking the same route; Make a booking for a vehicle and receive a booking receipt; Start their journey by opening the vehicle with the Poolcar responsive website via a handheld device; Operate the vehicle with a key as normal throughout their journey; and Return the vehicle to a Campus by locking the vehicles with the Poolcar responsive website via a handheld device. If you have an existing booking that has been migrated from the previous booking system (GUVMS) or if you intend to make a future booking, all staff must firstly complete a one page registration process when you first log in. Some basic tips of this set up and for navigating within the system are included in this User Guide. NOTE: Unless the vehicle booking attracts FBT for a driver, such as in the case of overnight garaging, the Poolcar system eliminates the need for log-book completion by drivers on each journey. 2. Login for the first time using Griffith single sign on Navigate to: griffith.poolcar.com Add this page into your Internet Bookmarks for regular use, using the menu or icon relevant to your browser. In Google Chrome, this is done by clicking the star icon to the right of your internet address bar. Type in a meaningful bookmark name for this page, such Poolcar booking system and click Done. Insert your S number Username and Password and click login. 24 August 2016 3
3. Initial Registration You will be able to log in to the Poolcar system at any time using your PC or handheld device with your S number as your user-id and password. Simply open the following address in your web-browser: griffith.poolcar.com Note; the first time you use the system you will be prompted with a Welcome page. This page will ask you to type in your name, email address and other details. You should only have to do this once from then on the system will remember your details. After keying in your details and clicking the 'Continue' button, you will be taken to the main page of the system, called the 'My Bookings' page. The My Bookings page has all the current bookings you have made and gives you the opportunity to cancel a booking if it is no longer required, thereby freeing the vehicle for other people to use. From the My Bookings page you can also view your historical bookings. 4. Making a Booking Step One: On the red menu bar, click 'New Booking'. You will be presented with a screen titled 'Availability Search'. This page lets you search for vehicle availability. 24 August 2016 4
Step Two: On the left-hand-side (grey shaded box) is the search options you can choose. The remainder of the page is a calendar grid showing timeslots running down the page, with each vehicle being a vertical column. A blue shaded box inside the calendar grid means someone else has booked that car for that time period, showing the name of the booking holder. To search for a vehicle, select your location and the type of vehicle you require. Selecting or changing a search option will automatically refresh or update the calendar grid. The search options you choose will be remembered for next time. Your fleet manager has allocated cars into usage or exclusivity types. This communicates to staff which cars they are allowed to book. General pool vehicles may be booked by anyone irrespective of their department, whereas Department Use Only cars should only be used by staff members of that department. 24 August 2016 5
Step Three: To make a booking, simply click an empty calendar cell to show a booking form. The Driver Details on this page default to the details from your profile. If you are making a booking for someone else, complete their details (they must have previously registered on the site themselves). They will be sent a booking receipt directly. Step Four: To complete the booking: 1. Select a pickup and return date/time. 2. Type in the purpose and destination. 3. Confirm your details on the right-hand-side (in the screen shot above these are blank but will contain your name and the details you entered on the Welcome page) 4. If you need this vehicle booking to repeat, select an option for the 'Recurring Booking' field. A summary of the recurring dates will appear on the right-hand-side. 5. Click the 'Save Booking' button. Note: Your contact details whilst on the road and the description of your journey are important for safety reasons. Should you not return within the booking time frame, the fleet management team may use this information to contact you. Once you have clicked the 'Save Booking' button a message will appear indicating if the booking was successful. If someone else booked the same vehicle at the same time for the same day then a message will appear indicating that the booking was not successful. Step Five: A confirmation email in the form of a Booking Receipt will be sent to you summarising your booking. It will include important reminders about the use of keyless 24 August 2016 6
technology. Please read it carefully. Attached to the booking receipt may also be a file you can double-click to automatically insert the booking into your Outlook calendar. You can elect to Share a Ride by clicking on Share a ride on the yellow banner with the listing of assets. You can view other colleagues bookings and view the seats available and send them a request to join. 5. Commencing your journey? Keyless entry is new technology and only applicable to the University s shared fleet. Department only cars continue to manage their keys as they have previously. Step 1. To ensure you are comfortable and not in too much of a hurry, first time users should: Allow at least 15 minutes extra on their first journey to familiarise themselves with the system; Read the instruction brochure left in all fleet vehicles; Remember your charging cable for your phone or other web enabled hand held device or at least have enough charge to initially unlock and finally lock the vehicle On your approach to the vehicle and on your hand held device, using your web browser, go to griffith.poolcar.com Step 2. If greeted with the Single Sign On page, enter your Username and Password A page listing all of your bookings with your current booking at the top will appear. Click on the relevant booking. 24 August 2016 7
Select Commence Journey 24 August 2016 8
You can elect to Show Vehicle Location and using google maps, the vehicle will be plotted on a map When you are near the vehicle, click on Unlock Doors. Please allow the system a brief moment to receive the signal and the doors will unlock. 24 August 2016 9
Refer to the instruction brochure within the vehicle. It will be held with the key and fuel card in the glove box. Use the key as normal throughout your journey. The Poolcar system is only used on your initial commencement of the journey and the final locking of the car. NOTE: A few vehicles may also be fitted with a key lock box in which case you may have to access the key by putting a code into a locked box. If this applies to your booking, the access code will be given to you at the time of your booking receipt. 6. Finishing your journey? Be considerate of the next driver: If the fuel gauge is on less than half, fill up at a garage using the fuel card provided Return from your journey on time and remove all rubbish or other items Report damage using the system if necessary Return the key and instruction manual to its original location Ensure windows are up and the vehicle is fully locked down Step 1. On completion of your journey and using our hand held device and your web browser, go to griffith.poolcar.com Step 2. If greeted with the Single Sign On page, enter your Username and Password Step 3.The main menu will appear and your current journey will be shown as In Progress Once you are outside the car and you are ready to, click on Journey Finished 24 August 2016 10
If the vehicle has been damaged on your journey slide to select Yes and an fleet management staff member will contact you later. You should also Report the Damage see Item 5 below. 24 August 2016 11
Click on Lock Doors and your journey is now complete. NOTE: If for some reason such as left belongings, you do need to access the vehicle again, you will need to make another booking, unlock and relock the vehicle using the system. 7. Reporting Damage or an Incident If at the time you pick-up the vehicle you notice any damage, or damage or an incident occurred during your usage, you will need to notify the fleet management Administrator. You can do this by clicking the 'Report Damage/Incident' link on the menu bar. The Incident/Damage form will appear. To report damage or an incident: 1. Type in the Registration (rego) of the vehicle 2. Click the calendar icon to select the date of damage was observed, incurred or incident. 3. Type in your name and contact number 4. Indicate Yes or No if the administrator is required to perform an inspection of the damage 5. Type a brief description of the damage or incident, and click the 'Save' button. A message will appear indicating the save was successful. The administrator will be automatically notified by email and may contact you for further information. 24 August 2016 12
8. Getting Additional Help or Support There is a link at the bottom of each page of the Poolcar system to click if you need help or support. An email window will pop-up where you can type your message. Alternatively, you can email or call the fleet management team at logisticstech@griffith.edu.au or phone (07) 3735 5443. 24 August 2016 13