** 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:
|
| Available hours |
Vehicle availability for bookings. Select from:
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. Find further information here. |
Setting up pool Vehicles
To set up pool vehicles:
- In U Book-It, go to Admin / Vehicles.
- Click Update Vehicle List.
An up to date list of vehicles will be retrieved from Depot. Otherwise this information is updated nightly. - Select a vehicle to review Vehicle Details.
Vehicle details will show on the right hand side of your screen. - Tick Enabled to make the vehicle available for bookings.
- Edit vehicle details as required.
- Select Home base.
- Select Transmission.
- Select Available hours.
- 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. - Select Accessories.
- Confirm by clicking Update.
- 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:
- In U Book-It, go to Admin / Vehicles.
- Select a vehicle.
Vehicle details will show on the right hand side of your screen. - Tick or untick Enabled to enable or disable bookings.
- Confirm by clicking Update.
Removing Vehicles from the U Book-It vehicle pool
To remove a vehicle from the vehicle pool:
- In U Book-It, go to Admin / Vehicles.
- Select a vehicle.
Vehicle details will show on the right hand side of your screen. - Click Delete.
- Confirm by clicking OK.