Clicking on the Add new vehicle button will bring you to a new vehicle form. you will be able to enter the information for a new vehicle. After entering the details, click on Update to save the new vehicle
Vehicle Details
Registration - enter the registration number of the vehicle. This must be unique.
Make - enter the make of the vehicle, e.g. Toyota, Ford, Holden etc.
Model - enter the model of the vehicle e.g. Corolla, Fiesta Zetec, etc.
Colour - enter the colour of the vehicle.
If GPS integration is turned on for your site, the above information will be pulled from GPS. It will be noticeable as these fields will be greyed out and not editable.
Seats – enter the number of seats in this vehicle. This will affect the maximum number of passengers you are able to have on bookings made on this vehicle.
Type - select the vehicle type from the drop-down list. The options on the drop-down list are predefined on the vehicle types page.
Fuel Type - enter the fuel type used by this vehicle.
Year of Manufacture - enter the year the vehicle was manufactured in.
Transmission - select from the drop-down list the transmission type for this vehicle.
Odometer – enter the initial odo reading of the vehicle, this will then updated to the latest odo entries at booking dropoff.
Location
Fleet number – enter the fleet number or the identifier of the vehicle, if applicable
Group – select the correct vehicle group (pool) from the drop-down list. The vehicle group that is assigned to this vehicle will be used in determining which users are able to book this vehicle. The vehicle groups that appear in the available list are defined on the Location Master page.
Location - select the location at which the vehicles resides and may be picked up from.
Directorate - enter the business unit this vehicle belongs to, e.g. Administration.
Department - enter the section or department this vehicle belongs to, e.g. Sales.
Show in booking manager – tick this option will make the vehicle visible on the booking manager page.
Availability
Availability – select the availability of this vehicle. The availability will be used when looking at which vehicles are available for bookings. The vehicle availability is displayed on Booking Manager page in different colours.
Pooled (Green): vehicle is open to be booked by anyone who has access to the same vehicle group.
Dedicated (Yellow): vehicle is only bookable by the assigned driver.
Private (Blue): vehicle is bookable by a list of assigned drivers.
Suspended (Pink): vehicle is suspended from the fleet and is not available for booking.
Disposed (Grey): vehicle is decommissioned from the fleet.
Booking Priority - if you wish vehicles to be allocated to bookings based on a priority then enter the priority number here. The number may be anything from 1 - 99, where 1 is the highest the vehicle will be allocated first. If you wish to use the feature, ensure the option has also been ticked in the System configuration page.
Available From Time & Available To Time – if the vehicle only available during a certain time frame in a day you may enter the time range for which the vehicle will be available for booking. Where a vehicle is available 24 hours the time range would be 12.00am to 12.00am or leave these 2 fields blank.
Unavailable in weekends - tick this box if the vehicle only available for bookings on weekdays.
Warrenty and Service information
Enter the details if you would like to use PVBS for compliance tracking
Charge Rates
Charge Code – select from the drop-down list the vehicle’s charge code, the list is predefined in Location Masters – Charge code page.
You can enter the charge rates based on how you would like the cost of the bookings to be calculated. You can leave the fields blank if a charge rate/rates that are not applicable to you.
For the details of the cost calculation, refer to the article billing report.
Other information
User field 1 thru to User field 5 – you can use these fields to capture additional information for this vehicle. The names of these fields are defined on the system configuration page.
Notes - you may enter free format notes against the vehicle.
Accessories – select from the drop-down list for the accessories applicable for this vehicle, the list is predefined on the vehicle accessories page.
Carpark – this field will update to the carpark entered at the latest booking dropoff. The carpark number will then appear on the booking confirmation email as well as the booking pickup window for the next booking.