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Managing subscribers

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When you click the Subscriber tab from the main menu, you access the subscriber management area.

1. Managing subscribers

This page enables you to consult your subscriber list or even search for one or more subscribers according to criteria such as name, type of contract, status of subscription or even the entry of a driver’s licence.

After clicking Search, you will be presented with the desired list. You can also modify a sheet by simply clicking .

Good to know!

Following an online registration, the new subscriber to your service will be sent an e-mail containing the procedure they need to follow to fully validate their registration. For this purpose, they are required to make an appointment with you so that they can be issued with a user number and a corresponding card.

 

The card is activated via the card reader provided with our software solution and is required to open the vehicles.

1.1 Presentation of the subscriber form

The subscriber sheet centralises all the data about a user of your carsharing service. You will find their contact details, a scanned copy of their driver’s licence or even the status of their file. 

Numerous tabs also give you access to a range of information about the use of your service, such as the reservations of your fleet of vehicles.

Subscriber sheet

On the first tab of the subscriber sheet, you can enter all the contact details of the user of your carsharing service. You can also choose their preferred car park: that will enable this information to be completed by default during a vehicle search from the reservation platform.

Your subscribers may receive notifications by e-mail or by SMS about the status of their reservations: you can choose to de-activate an option, if necessary, in order to favour one channel of communication over another.

From a legal perspective, your users are subscribers to the service by default, but you can also manage all the members of your professional mobility ecosystem from the e-Colibri platform. You can place them directly in the conveyor or external service provider loop for example.

By clicking + details, you may choose to add additional information about your subscriber. These fields may already be filled in if your subscriber has completed this information from the My Account page on the reservation platform.

In the section entitled Connection information you can manage the user names and passwords of your subscriber (if the subscriber is, for any reason, unable to change their password).

The two boxes below are essential: to ensure that a subscriber is able to be validated and that a vehicle can be reserved on your platform, you must indicate “Yes” for the two boxes entitled “Active” and “Processed file”. You can contact your subscriber to let them know that their file has been confirmed by clicking the “Notify” button located in the toolbar on the top right of the screen.

You may also check whether your subscriber is legitimate by clicking the “Check identity” button. In doing so, you will send an SMS notification containing a code which the subscriber must enter on the platform.

The subscriber sheet also features the driver’s licence of your subscriber, if it has been entered by the subscriber. It goes without saying that vehicles may not be reserved without this information. If necessary, you can add the subscriber’s driver’s licence yourself by clicking + Add a licence.

In the Mobile subscription boxed text, which need not be processed in any way by the administrator, you can view the version of the mobile e-Manager application used by your subscriber (if this has been downloaded), whether it is up-to-date and which version is being used.

In the Contract boxed text, all the contracts related to the subscriber will be displayed (Company, Individual or Private). If you click the  icon , the contract sheet is directly displayed so that you can access all the corresponding administrative information. You may also associate an existing contract with the subscriber account or even create a new specific one by clicking the “New contract” button. This process may be carried out to allocate a specific vehicle to the subscriber.

The Cards boxed text enables you to view the unique-numbered card of your subscriber which is used by the latter to lock and unlock the shared vehicles of your fleet. As administrator, you may add a card by clicking the button in the bottom left of the box. When the new section is displayed, you have two options: either you enter the unique card number by hand or you swipe the card over your card reader (provided by Mobility Tech Green) with a view to completing the field automatically.

Reservations


Click on the picture to open it in a new tab

In the Reservations tab, you can also view a history of all reservations made by the subscriber relating to your fleet of vehicles. In the blink of an eye, check their status or access their sheet by clicking the icon  in the penultimate column on the right of the table.

Use data

The Use Data tab provides you with additional information about the subscriber’s use of your service. You will particularly find their preferred car parks, the number of reservations at the sites in question and the most commonly reserved vehicles. On this basis, you can identify popular models and, if necessary, adjust your vehicle offer.

The final boxed text, Ecodriving, displays the average ecodriving score of your subscriber. However, this section is only displayed if the subscriber has previously consented to the registration of their driving habits which are required to produce the rating.

 

If that is the case, you can, for instance, reward your subscriber for driving habits that are environmentally friendly and respectful of other drivers. If the average score is below par, you may perhaps consider arranging internal awareness programs with a view to improving driving habits.

Messaging

The Messaging tab provides access to all exchanges between the administrator (you or another employee in charge) and the subscriber. You can also contact the latter by clicking the icon    located in the top right of the table.

As for alerts, they relate to any messages sent by the subscriber from the reservation platform.

Penalties & discounts

In the event of a late return of a vehicle, your subscriber may face penalties. You can add a new one, after detecting the late return, by clicking the  icon located on the right of the table.

Creating a penalty

When this new sheet is displayed, enter the model of the vehicle concerned by this penalty, the effective date of the penalty, its designation, the penalty type (paid option, cap, delay or cancellation), the description (optional) and the amount of the penalty. When the fields have been completed, click the Register button: the subscriber will be notified of the application of the penalty.

Discounts

An administrator will allocate a discount to a user. That will automatically create reservations for the chosen time slot (e.g. for 1 year, the subscriber will have reservations from 9 a.m. to 5 p.m. from Monday to Friday).

Promotions

In unforeseen circumstances related to a reservation or a particular operation, you can reward your subscriber with a promotion. To create a new one, click the “New promotion” button located on the bottom left of the table.

Creating a new promotion

New fields are displayed: firstly, select the subscriber to your service concerned by the promotion, and then the related contract. Then select a promotion from the drop-down menu and its start and end dates. Click the  icon, located in the top right, to save: your new promotion is created!

The promotion types can be created by the administrator directly by the manager from the tab of Administration > Reference table > Promotion.

History

The History tab gives you an overview of all the actions carried out on the sheet you are using along with the following information:

  • Modification dates
  • Author of the modification
  • Modification implemented

That enables you to track all the changes made in order to retrace steps more quickly if necessary.

1.2 Validating users

When the subscriber’s individual sheet is displayed, the user is validated in five stages.

1 Firstly, check the name of the superior of the Pro contract

2 Check that the driver’s licence or certificate is legible by clicking on the document photo

If the licence or certificate is not legible, the fleet manager must ask the user for their licence and scan it so that the document appears on the subscriber sheet. When the document is scanned, all you have to do is select the pen of the licence. A new window will be displayed; you must click on the pen again to show the details. Then click Choose a file and select the user’s licence and Save on the  on the right.

3 Add or modify a unique-numbered card

Select the +Add a card button from the Card boxed text. Swipe the new user card over the reader: characters will be displayed in the field which was previously empty. Save by clicking  

Press Return.

4  Validate the file and activate the user (select “yes” for both “active” and “file processed” boxes).

5 Save the changes by clicking Save located in the top right of the form.

1 – Check manager’s name

2 –  Check driver’s licence readibility

3 – Unique-numbered card

4 – Active user

2. Managing contracts

When you click the Contracts link of the tree structure, you access the contract list. You will again be able to narrow down your search by selecting several criteria (name, type of contract, status of subscription, activity, etc.).

2.1 Contrat sheet

Definition

The contract sheet enables you to specify the characteristics of a contract related to your carsharing service, as well as those responsible for its management. 

General information


 News

In the first boxed text of this page, you access all the administrative information of the contract. Its number and its designation, which make it possible to clearly identify it from all the others on the platform, and also the person handling this contract, the related body (optional). To ensure that the contract features on the other pages, you must make sure that you have marked the “Yes” box on the “Active” line.

Other essential information is the contract validity start date. You can reset the close date whenever you like. The person responsible may also receive a copy of all reservation confirmation e-mails in order to obtain information about the activity concerning their fleet of vehicles in real time.

Other additional options may be entered as per your preferences, particularly concerning the insurance related to your contract. 

Formules

This is where you establish the status of your contract. You have two options:

  • Company: this contract only takes into account the uses of vehicles in the context of business trips, i.e. during the working hours that you have previously established. These business trips are not invoiced to your subscribers
  • Individual: the Individual contract is an additional option that you can implement both to increase the profitability of your service and to provide your employees with a practical service. Employees may, in the context of this contract, reserve the vehicles of your fleet at evenings and weekends for their business trips, for a financial fee.

Billing

If the contract is to be invoiced, you may specify this aspect at this point in order to inform the system.

Reservations


The Reservations tab inventories all the reservations made under this contract. For each of them, you can access the specific sheet by clicking the unique reference code or the icon  located on the right of the table.

Members - Vehicles

In this section of the sheet, you can choose to restrict access to this contract to particular members and vehicles. This amounts to creating a private contract.

Penalties & discounts

In the event of a late return of a vehicle, your subscriber may face penalties. You can add a new one, after detecting the late return, by clicking the  icon located on the right of the table.

Creating a penalty

When this new sheet is displayed, enter the model of the vehicle concerned by this penalty, the effective date of the penalty, its designation, the penalty type (paid option, cap, delay or cancellation), the description (optional) and the amount of the penalty. When the fields have been completed, click the Register button: the subscriber will be notified of the application of the penalty.

Discounts

When a subscriber returns a vehicle ahead of time, in the context of a personal use, for example, they may benefit from a discount on the total amount of the reservation. 

Invoices

In this tab, you can produce invoices related to this contract over a set period of time.

History


The History tab gives you an overview of all the actions carried out on the sheet you are using along with the following information:

  • Change date
  • Author of the modification
  • Modification implemented

That enables you to track all the changes made in order to retrace steps more quickly if necessary.

2.2 Creating a private contract

Definition

A private pool enables one or more vehicles to be reserved on a private basis. That is why only the subscribers authorised to use this vehicle/these vehicles may carry out the reservation.

Procedure to follow

Privately reserving one or more vehicles involves creating a new contract. The process seeks to add a third dedicated contract which may be selected during the reservation (by default, the pro contract is automatically displayed during a reservation).

1 When the Contractpage is displayed, click the  to create a new contract

2  Fill in the following fields:

 Designation: contract name 

 Person responsible: only this person will be authorised to make changes to this contract. The Person responsible may not be added unless they are registered as a subscriber. Indeed, contracts are created based on subscriber data. 

 Active: yes (to make the contract visible).

 Contract: Yes (as it is not a personal contract) 

 Contract start date: indicate the date of the day 

 Copied reservation e-mail: optional, enables reservation copies to be received, perhaps different from the name of the person responsible for the contract (e.g. team manager) 

 Formula: Select contract pro 

 Invoicing: deselect contract to be invoiced because it is a professional contract 

Then click Save. 

3  Search for the created contract. 

When you access the contract, click the Members/vehicles tab. Add members and vehicles to the contract by searching for the name and vehicle registration, and then click the + to save.

It is then possible to delete vehicles or subscribers by going to the contract tab on the sheet of a subscriber or on the sheet of a vehicle, according to what your next step is.

1 – Adding a contract

2 – Creating a contract

3 – Members/Vehicles

3. Messaging & SMS

With a view to facilitating communication with your subscribers, the e-Colibrimanagement platform gives you access to a messaging service and a history of SMS sent to your employees. 

3.1 Messaging inbox

This page displays all the messages that have been sent to you by your subscribers from the vehicle reservation platform (on computer or via smartphone owing to the e-Manager application). Several categories are proposed to your subscribers so that their requests can be classified: vehicle condition report, reservation, subscriber account or other.

3.2 SMS history

This page displays all the SMS sent to your subscribers, including the message itself and its status (delivered or not delivered). 

This history can be used to check that the reservation process has been effective (reservation confirmation sms, reminder, scheduled reservation end date, etc.).