Vehicles

** Available to bookers with Admin user roles **

 

Vehicle data in U Book-It will be automatically retrieved from the Depot and updated each night. Bookers with Admin user roles can then edit vehicles in U Book-It and make them available for bookings.

NOTE: All Depot vehicles will appear in U Book-It – an Admin user needs to make them available for bookings.

The following details can be set for each vehicle:

 Vehcile Detail   Descriptio 
 Rego   Registration number.
 Retrieved from Depot, cannot be altered in U Book-It. 
 Enabled   Tick to make vehicle available for bookings. 
 Display Name   Vehicle display name. By default as in Depot. 
 Make   Vehicle make. By default as in Depot. 
 Model   Vehicle model. By default as in Depot. 
 Year   Vehicle year. By default as in Depot. 
 Seats   Number of available seats (including driver). 
 Home base   Vehicle’s Home base.
 Select from Home bases as entered in Admin / Settings.
 Transmission 

 Vehicle's transmission.

 Select from:

  • Manual
  • Automatic
 Available hours 

 Vehicle availability for bookings.

 Select from:

  • Always
  • Limited

 With Limited selected, you can define day and time limits for the vehicle. 

 Groups 

 Vehicle Group.

 Assign vehicle to Vehicle Groups as entered in Admin / Groups
 Accessories 

 Accessories available with vehicle 

 Accessories can be set up for your fleet by Admin bookers in Admin / Settings

 

Setting up pool Vehicles

To set up pool vehicles:

  1. In U Book-It, go to Admin / Vehicles.
  2. Click Update Vehicle List.
    An up to date list of vehicles will be retrieved from Depot. Otherwise this information is updated nightly.
  3. Select a vehicle to review Vehicle Details.
    Vehicle details will show on the right hand side of your screen.
  4. Tick Enabled to make the vehicle available for bookings.
  5. Edit vehicle details as required.
  6. Select Home base.
  7. Select Transmission.
  8. Select Available hours.
  9. Assign vehicle to Vehicle Group(s).
    Remember: Bookers can only view and book vehicles that are included in the Vehicle Groups they have access to.
  10. Select Accessories.
  11. Confirm by clicking Update.
  12. Repeat these steps for each vehicle on the list.

NOTE: When a vehicle is added to the Depot software, it will be automatically uploaded to U Book-It overnight. However, an Admin Booker will need to set up newly added vehicles as pool vehicles, enable availability for bookings in U Book-It and add extra vehicle details as required.

 

Managing Vehicle availability

To change a vehicle’s availability for bookings:

  1. In U Book-It, go to Admin / Vehicles.
  2. Select a vehicle.
    Vehicle details will show on the right hand side of your screen.
  3. Tick or untick Enabled to enable or disable bookings.
  4. Confirm by clicking Update.

 

Removing Vehicles from the U Book-It vehicle pool

To remove a vehicle from the vehicle pool:

  1. In U Book-It, go to Admin / Vehicles.
  2. Select a vehicle.
    Vehicle details will show on the right hand side of your screen.
  3. Click Delete.
  4. Confirm by clicking OK.