Clicking on the add new user button on maintain user page will bring you to the new user form. Once a new user profile is created, a welcome email will be sent to the user’s default email address, in which they will find the URL to the PVBS site, their username, and a link to setup the password.
Personal Details
Username - enter the name the user will log in with. The maximum length is 10 characters, and this field is case sensitive. Once the username has been defined it cannot be edited.
First Name & Surname - enter the fill name of the user in the corresponding fields.
User status - this field defaults to approved, but you can select ‘disabled’ or ‘pending’ from the dropdown list.
Email Address - enter the user's email address. this address will be used if the user has requested email reminders or has used the "forgotten password" function.
Send Email Reminders - tick this option if the user wishes to receive reminders of their bookings.
Role - select from the drop-down list the role applicable to this user. This role will limit the system functions available to them. For details please see the article user access level
Telephone (Optional) - enter the user's telephone number
Date of Birth (Optional) – enter the user’s date of birth
Employee Number (Optional) – enter the user’s employee number
Is locked – tick this option if you would like to lock the user out from logging in
Overnight booking approval (Optional) – selecting an RC code or multiple RC codes form the drop-down box will give this user permission to approve overnight bookings for all bookings made under these RC codes
External Reference (Optional) - this field is reserved for third party integration
Driver Licence Details
Licence Number - enter the driver's licence number.
Charge Code - enter the charge code that will be used a default when this user books vehicles.
Driver Licence Version (Optional) – enter the driver licence version
Licence Expiry - enter the expiry date of the user's licence. If a user licence is expired, they will not be able to make a booking. A message can be set up to remind users whose driver licence due to expire on system configuration page.
Booking Details
Preferred vehicle (Optional) – select the preferred vehicle for this user from the drop-down list. The user’s booking will be assigned with the selected vehicle when it is available.
Default Group - select from the drop-down list which vehicle group the user will be making bookings from. It will be the user’s default group on the Home page, Booking manager, as well as when making a booking.
Other groups (Optional) – select from the drop-down list which vehicle group/s the user have access to, apart from the default one.
Directorate - enter the business unit this user belongs to, e.g. Administration.
Department - enter the section or department this user belongs to, e.g. Sales.
Location - select from the drop-down list which location the user would normally pick up vehicles from.
Special permissions and note
FBT Exempt – ticking this option will exempt this users bookings from FBT by default
Allow maintain vehicles – ticking this option will give the user access to manage vehicles in the groups he/she has access to
Allow user to select any group – ticking this option will allow the user to make bookings in any vehicle groups
Allow Change Charge Code - tick this option if the user is allowed to select different charge codes to the default that has been set for them.
Allow maintain users - ticking this option will give the user access to manage user profiles in the groups he/she has access to
Notes - enter any comments you wish to record for this user.