Managing subscribers

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.

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.

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.

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.

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).

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.

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.

 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.

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.

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.

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. 

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

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.