Booking Module

This guide explains the functions of the booking module.

make bookings

Individuals/drivers or fleet managers can make bookings.

For each booking, a destination (location, address, geofence) must be entered.

Open

When vehicle selection is enabled, vehicles are displayed in the following order:

• First electric vehicles, if the realistic range (given the battery level) is sufficient for the specified route, then other vehicle types (Configurable: Booking type, default true);

• First high booking priority, then low;

• First low mileage, then high (configurable account).

Open

The driver and the booking location manager will receive a booking confirmation by email.

Requirements for drivers/persons

In order for drivers to use the booking functions, they need:

• Driver User with login and password

• email and mobile phone number 

• Booking:

  • booking function (Smartbox) ON

  • Booking vehicle selection: with this option the employee can choose a free vehicle (without this option the most suitable vehicle will be assigned)

Options for Booking Manager

The booking statistics are displayed in the menu “Bookings >> Dashboard”

System-wide settings for the booking function

Manage booking stations

Settings for the location of the pool vehicles for the key safe

booking location manager

Each booking station can be assigned one or more managers

Manage bookable Assets

To select and set which vehicles can be booked as pool vehicles, you must check the “Only bookable vehicles” checkbox:

Edit bookable vehicle

Assign keys from the key safe, flinkey or delete as bookable asset:

Remove bookable vehicle

To remove a vehicle from the list of bookable pool vehicles, the booking priority must be set to 0 (or use the "remove as bookable vehicle" function).

The current position of the key is displayed in the menu “Bookings >> Key safe”

Change booking

The manager can change the vehicle and the start and end time of the booking. Once the booking has started, only the end time of the booking can be changed.

Keycafe key safe

key collection/deposit

All booking data created/changed in the software is automatically sent to Keycafe Key Safe. When creating a booking, the driver receives a code from Keycafe Key Safe by email, which must be entered when picking up the key.

As soon as the key is removed from the box, the booking in the system starts automatically. When the key is returned (with the same code), the booking in the system ends automatically.

Keycafe admin key

When the Keycafe key safe is delivered, the customer receives 2 administrator keys. These can be used to collect or deposit keys without a code or booking.

If necessary, you can use the administrator key as follows:

• on the screen of the box “Key collection” or “Key deposit” print

• scan the administrator key

• select the desired key

Keycafe Troubleshooting

There are 2 possible cases:

1. When picking up the key, it was left in the container and accidentally closed. You can open the container with the offline code and pick up the key;

2. When returning the container, the key was not put back - you can open the container with the offline code and leave the key behind;

offline codes

When the Keycafe key safe is delivered, the customer receives offline codes: 5 codes for opening all containers and 5 codes for opening each individual container.

If necessary, you can use the offline code as follows:

• on the screen of the box “Help & More” > “Device Status” > “Troubleshooting”

• Enter offline code for all or one container:

Network error in the key box

Network errors in the key box can lead to errors when collecting or depositing keys. In this case, we recommend restarting the key box by pressing the power button 3 times quickly:

Flinkey Box

Assign Flinkey Box

To assign a Flinkey box to a vehicle, select Booking menu > Manage bookable vehicles, click Edit vehicle:

If a box has already been assigned to a vehicle, you must first edit that vehicle to reset the assigned box in the Flinkey tab by clicking Delete and Save. Then select a new vehicle and enter the 8-digit box ID in the device search on the Flinkey tab:

Permanent access to vehicles

For vehicles with Flinkey boxes to be available to a driver, the driver must have an email address , the tag #Flinkey and the "Sees all vehicles" checkbox or be an allowed driver for that vehicle . Drivers with access to Flinkey boxes are updated every 15 minutes.

 The new driver receives an email with login information for the app. The driver then has permanent access to the vehicle.

To block access to a vehicle, the driver must be removed from the vehicle's list of allowed drivers or the "Sees all vehicles" checkbox must be unchecked.

Flinkey app

To access the car you need to install the Flinkey app: Google Play Store , Apple Store . 

With permanent access : as soon as the driver has been synchronized in the GFS, the driver receives the login data for the app via email.

For temporary reservations : once the booking has been made, the driver will receive the login details for the app with the booking confirmation by email.

If the driver is already registered, he can log in to the app using his existing registration details.

After logging into the app, the available vehicles are displayed in the list:

When returning the vehicle, you must lock it using the Flinkey app. The booking will be closed after the time specified in “Automatically close after”.

Flinkey troubleshooting

If the driver has forgotten the password for the Flinkey app, he should proceed as follows:

1. Driver must log in to the flinkey app (NOT register)

2. Enter email address

3. Print “Forgot password”

4. Receive verification code by email (access to email must be possible)
   
   

    

5. Log in with new verification code, set new password => enter 

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