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Carsharing introduction

The booking module allows you to create new reservations for vehicles that will be available to users. It will enable businesses to use vehicles rationally by reducing their number of vehicles, optimizing vehicle usage and rest time.

Login to the Carsharing web console 

To access the Carsharing Web Console in FC Plus, please follow the steps below:

1. Log in to FC Plus.
2. On the top in the modules section, Select Booking.
3. Review the Booking Module

The Booking module in FC Plus 

The booking module in FC Plus includes five tabs:

• Information tab

• Booking tab Calendar view tab

• Usage Analysis tab

• Manage Trips tab

You can review the Information tab as the landing page on the Booking module. The Booking Information page also allows you to edit the page using the built-in editor to add content, files, or links, as necessary.

Note: This is available to all the organizations with a Booking module that has enabled the Information Page in the organization settings.

The Booking Tab

Fleet Admins can create new bookings in the booking tab of the booking module.  The Booking Tab consists of two sections:

Create a Booking Area on the left-hand side and Booking List Area on the right-hand side.

You can click the option on top "Load Bookings" to view the bookings for the same or previous days using the calendar icons and the Booking List Area.

Create the booking 

Admins can create a Booking from the Create Booking

Area of the booking Module.

Follow the steps below to create a new booking:

1. Click on the Booking Tab in the Booking Module.
2. Select the "from and until" dates from the calendar icon.
3. Select the time from the drop-down or enter the time, as necessary.
4. The system will calculate the Duration automatically.
5. Select the Destination, as necessary. The system will give options to select a specific destination.
6. Select a person from the Person-drop-down.
7. Select the Location group. (It is used for the more prominent organizations as it will narrow down the list of pickup locations).

8. Select the Pickup location from the drop-down. You can pick more than one Pick up location).

9. Click Pick vehicle, or the system will suggest the best available vehicle itself. The best practice is not to Pick a vehicle.

10. Specify vehicle group as necessary, for example, a vehicle with Fuel: Diesel or Tires: Winter. It works only if the vehicle groups are created for the vehicle.
11. Click on the "Search" button at the bottom. It allows vou to search for the free and most appropriate bookable vehicle.

Note: If Mandatory fields are left without details, Red border will be displayed around the areas reminding you to enter those fields.

After you click the Search Button:

A preliminary booking will be created so that the

allocated vehicle is not booked by someone else for the next 15 minutes while you fill out the required field.

Follow the steps below to continue creating a new booking:

1. The system will search for the most suitable option available.
2. And a new window will be displayed.
3. On the top, there will be an option to share the Booking.
4. You can toggle "YES" to make the Booking sharable and add sharing notes (for example, lunch on the way).
5. Enter the Additional information as necessary.
6. Each customer can define which booking forms to add in the Additional information.
7. Check the vehicle's details on the top and the booking overview on the bottom of the second screen.

8. Click the Confirm button on the bottom, and the system will create the Booking. Alternatively, if you are not satisfied with the Booking, you can click the back button and change booking details.

9. After the system creates a booking, the system will send a notification email to the driver.

If you are using Vehicle groups, you can filter vehicles by selecting a preferred group. When making a booking you can select a vehicle group first and it will work as a filter to show only vehicles from selected group when select an individual vehicle. If you have 100 vehicles and 10 groups - you can limit the dropdown list of available vehicles to only vehicles from selected group.

Share the booking

The Booking modules provide an opportunity to Share a booking amongst employees wishing to visit the same Destination and around the same time for which the system has an existing booking.

Follow the steps below to make a booking sharable with other Booking Module users:

1. You should toggle "YES" to make the Booking sharable while creating the Booking.

                 2. Adding sharing notes is mandatory if you select the "No" toggle button. It will indicate that the Booking is not shared.

The Sharing notes can be taking lunch on the way or staying in a hotel overnight.

Select a vehicle from the vehicle group

You can filter vehicles for your booking by selecting a vehicle group. This way, only the vehicles from your chosen group will appear when selecting an individual vehicle. For instance, if you have 100 vehicles split into 10 groups, you can narrow down the dropdown list to show just the vehicles from the selected group, making the selection quicker and simpler.