Set up a pool
Create a pool of shared vehicles, choose who can book them and who runs them, and print the QR stickers drivers scan at the vehicle.
TurboCan't find this in your app? Your business owner can switch the Pool Bookings module off, which hides it for everyone — there's no message when that happens. An owner or admin can turn it back on in Settings → Business settings → Active Modules.
A pool is a set of shared vehicles that drivers book ahead, pick up and bring back. You decide which vehicles are in it, which drivers can book them and which admins run it. Owners and admins set pools up; drivers only see the pools they've been added to.
Pool Bookings is off until you switch it on. An owner or admin turns on the Pool Bookings module, which needs the Location module on as well. See Active Modules.
Create a pool
On a phone, open Settings then Pool Bookings. On the web app, choose Pool Bookings in the sidebar. Tap Add Pool.
Give it a Name and, if you like, a Description.
Pick the Site the vehicles work from and the pool's Time Zone. Booking hours are read in this time zone, which matters if a pool sits in a different state from the office. No site yet? Tap Manage Sites, or see Sites.
Set Turnaround (Minutes): the time kept free after each booking to clean and refuel. Leave it empty to use the turnaround in Booking Rules.
Leave Taking Bookings on and tap Save Pool.
Add vehicles
Open the pool and tap Add Vehicle, then pick a vehicle from your fleet. You can give it tags, short labels such as "Ute, tow bar, seats 7". Tags are optional. Drivers see them when they book, so they pick the vehicle that suits the job.
To change tags later, open the vehicle in the pool and choose Edit Tags.
Two kinds of vehicle can't join a pool, and show greyed out with the reason:
- A driver-owned vehicle, such as one on a novated lease. See Leases and ownership.
- A vehicle allocated to a driver. End the allocation first, then add it.
Add drivers
Tap Add Driver and pick from your team. Only drivers in a pool can book its vehicles. A driver can be in more than one pool.
Give admins access
Managers are Business Admins who can book on behalf of drivers, check vehicles in and out, and run the pools they can see. On the pool's page, give an admin access to This pool, or to All pools if they run the lot.
Only the business owner can change manager access. No admins to choose from? Invite one from the team screen first, see Invite your team.
Take a vehicle out of service
When a vehicle is off the road, open it in the pool and choose Take Out of Service, with a reason such as "Panel damage, at the repairer". It can't be booked until you choose Put Back in Service.
Its upcoming bookings stay put and show under Needs attention, so you can move each driver to another vehicle.
Remove a vehicle or driver
Choose Remove from Pool. Axlerun asks what to do with their upcoming bookings:
- Keep them, and they show under Needs attention for you to move or reassign.
- Cancel them, and each driver is told their booking was cancelled.
QR stickers
Each pool vehicle has its own QR code. Drivers scan the sticker on the windscreen to check the vehicle out and back in. Open the vehicle in the pool to show the code, use Share Link or Copy Link, or print stickers from Axlerun on a computer.
If a sticker goes missing, choose Rotate QR Code. The old code stops working straight away, so print and fit the new sticker before the next pick-up.
Set the Booking Rules for your pools
Last updated Tue Oct 13