Restricting bookings to pool members

This article explains how MobilityManager restricts vehicle bookings to drivers who have access to the vehicle's pool, and how you use pools and assignments to control exactly who can book what.

How the restriction works

When a driver uses self-service booking, the system does not show them the whole fleet. It first works out which pools the driver can access, then offers only the active vehicles in those pools. A driver's accessible pools are:

• The shared car-sharing pool, available to every active driver automatically; plus
• Any non-shared pool the driver has been explicitly assigned to.

Vehicles that are not in any accessible pool never appear in the driver's list.

Enforcement at booking time

The restriction is enforced when a booking is actually created, not just when the list is shown. If a driver attempts to book a vehicle whose pool they cannot access, the request is rejected with "You do not have access to this vehicle's pool". This means the rule holds even if a vehicle ID is submitted directly.

Note: A vehicle must belong to a pool to be bookable at all. A vehicle with no pool is excluded from every driver's accessible list, so always assign new vehicles to a pool before expecting drivers to book them.

Restricting a set of vehicles to specific drivers

1. Create a non-shared pool for the restricted vehicles.
2. Move those vehicles into the pool so they leave the shared pool.
3. Assign only the drivers who should be allowed to book them.

From that point, only the assigned drivers see and can book those vehicles.

Opening vehicles to everyone

To make a vehicle available to the whole organisation, place it in the shared car-sharing pool. Because every active driver has automatic access to the shared pool, no per-driver assignment is needed.

Changing access

Access is evaluated live, so changes take effect immediately:

• Assigning a driver to a pool lets them book that pool's vehicles right away.
• Removing a driver's assignment stops them booking that pool's vehicles from then on.
• Moving a vehicle to a different pool changes which drivers can book it.

Tip: If a driver reports they cannot see a vehicle they expect, check three things: the vehicle is active and in a pool, the driver is active, and the driver is assigned to that pool (or the pool is the shared pool).

Related

• Assigning drivers to a pool
• The difference between shared pools and personal assignment
• Adding vehicles to a pool
• Viewing pool membership