Administration
All of the topics below are found under the Admin menu, visible only to users with the Admin role.
Admin > Motor pools is where you manage each rental location.
- Click Add Motor pool, or the pencil icon on an existing one to edit it.
- Fields include Name, Location (searchable), Address/City/State/ZIP, Phone, Email, whether it's Active, Auto-upgrade on unavailability (offer a higher-tier car when the requested type is sold out), optional Half-Day Rental Hours, its Pricing Type (Per Day / Per Mile / Per Day + Per Mile), and an optional linked Keyper System for key-cabinet integration.
- From the list, use Deactivate/Activate to hide or restore a motor pool without deleting it, or Delete to remove it entirely.
Employees can only book at motor pools an admin has specifically assigned to them — see Users & Roles below.
Admin > Cars lists every vehicle, filterable by motor pool.
- Add Car — pick the Motor pool first, then search for the actual vehicle by year, make, model, plate, or VIN (the search is limited to that motor pool's location), then choose its Car Type and Status.
- Status is one of Active, Inactive, Rented, or Out for Maintenance.
- Edit (pencil) changes any of the above; Move (arrow icon) reassigns the car to a different motor pool without recreating it; Delete (trash icon) removes it after a confirmation prompt.
Admin > Car Types manages the categories cars are grouped into (e.g. Compact, SUV, Minivan). Each has a Name, an optional Description, a required Passenger Capacity, and an Active flag. Create, edit, and delete all happen from this list; a type can't be deleted while cars or pricing still reference it.
There are two related pricing screens, and it's important to understand how they work together:
-
Admin > Default Pricing (
MotorpoolPricing) sets a motor pool-wide fallback rate that applies to every car type at that motor pool. -
Admin > Car Type Pricing (
Pricing) sets a rate for one specific car type at one specific motor pool, and overrides the default whenever both exist.
On both screens, first select a Motor pool from the dropdown, then add or edit price records with:
- Daily Rate (required)
- Mile Rate (required only if the motor pool's Pricing Type is Per Mile or Per Day + Per Mile)
- Effective Start Date (required) and optional Effective End Date
- Active
Each price row shows a status badge — Active, Inactive, Future, or Expired — based on today's date against the effective window.
Admin > Users lists everyone who has ever logged in (employee records are synced automatically — there's no manual "create user" step). For each person you can:
- Edit (pencil) — assign their role (Admin, Dispatcher, or Employee).
- Assign Motor pools (building icon) — choose which motor pool(s) they're allowed to book reservations at, or (for Dispatchers) manage reservations for. This list is what populates the Motor pool dropdown when they create a reservation.
Dispatchers can be scoped to one or more motor pools the same way Employees are. On the Reservations page, a Dispatcher (or Admin) can pick a specific motor pool from the dropdown, or choose All Motor pools to see every reservation at once. Use Save as default motor pool in that dropdown to remember the selection for next time you log in.
Admin > Keyper Systems is a read-only browser into the external Keyper key-cabinet system — it doesn't create or link anything itself. Use it to search systems (Capacity, Slots Free, Cabinets) and drill into View Assets for a system to see each key's status, fob number, and last checkout time.
To actually link a motor pool to a Keyper system, do that from Motor pools instead (the Keyper System field on the motor pool's Create/Edit form).