While this article is geared toward Hybo administrators, it also includes a template to share with users that summarizes booking policies and rules for using the car fleet.
The Car Fleet module allows Hybo users to book company vehicles. As an administrator, you can:
Set booking policies.
Manage the vehicle fleet, including maintenance periods for each vehicle, during which they cannot be booked.
Manage bookings for other users, as explained in Managing Car Fleet Bookings in the Admin Panel.
Requirements
To configure the Car Fleet module and add vehicles, you need to be assigned to a group with one of the following roles:
Car Fleet Administrator
Office Administrator
Master Data Administrator
Global Administrator
Setting It Up
The Vehicle Fleet module is enabled and configured at the Office level, just like the other Hybo modules. To do this, go to: MASTERS → Centers → Offices → (select office) → Configuration tab → CAR FLEET section → Module subsection → Enable? toggle.
Additionally, in this same subsection, you can set the Required Fields that users must complete in their app profile to book a vehicle:
PLEASE NOTE: Before setting Required Fields, you must activate their Show property in the same Office → GENERAL section → Profile subsection. Otherwise, the user will not see them under their Profile.
Booking Policies
This subsection allows you to set restrictions on the bookings that users can create from the app:
Maximum Days in Advance, Max. Number of Bookings per Week, Max. Number of Bookings per Month, and Max. No. of Consecutive Bookings: Settings related to the advance notice and frequency with which a user can book a vehicle.
Max. Minutes to Auto Check-out: Time frame for checking in before the booking is lost and the vehicle is automatically released.
Max. Hours per Booking: Maximum permitted duration of any vehicle booking.
Send Car Fleet Emails: Email addresses to notify when someone books a vehicle.
Booking Details
This subsection affects the actions available on the booking details screen in the app:
Activate Check-in?: Allows you to check in simply by pressing a button (1).
Show QR Code?: Displays the reservation QR code (2), which can be scanned with Hybo's Self Check-in application on a tablet or other compatible device.
Scan QR for Check-in (3): Allows you to check in to the booking by scanning a vehicle QR code with your smartphone's camera.
Currently, there is no toggle for Scan QR code for check-in; you need to request activation of this button from Support.
Personalized Messages in Emails
The fields in this section allow you to embed additional information in the email templates that will be sent at different stages of managing each booking, e.g., when creating or canceling it, before check-in, etc.
Booking Shifts
Hybo is set up to book vehicles by shifts, not by the hour, with up to 3 shifts available: Morning, Afternoon, and All Day.
To configure them, go to MASTERS → Centers → Offices → (select office) → Shifts tab → VEHICLE FLEET section:
Morning: Set its Start time and End time.
Afternoon: Set its Start time, ensuring it doesn't overlap with the End time of the previous shift, and its End time.
All Day: An automatically generated shift that runs from the Start time of the Morning shift to the End time of the Afternoon shift.
A single shift, typically All Day, can be set up in the app by contacting Support.
Distances in Kilometers or Miles
In MASTERS → Centers → Offices → (select office) → Basic Information tab:
Unit of Measure: Choose whether to record distances traveled by vehicles in kilometers (km) or miles (mi); by default, kilometers.
Managing Vehicles
From the MASTERS → Car Fleet section, you can:
Add new vehicles.
List and view all vehicles in an office or only those that meet specific filters.
Download their data in
.csvformat.Download vehicle QR codes that users can scan to check in.
Delete Vehicles.
Hybo doesn't limit the number of vehicles you can manage. Create as many as you need.
Creating a Vehicle
To add a vehicle, click on DATA LIST → Car Fleet → Reservations → New button and fill out the form:
Image (optional): Photo of the vehicle to easily identify it when booking in the app.
PLEASE NOTE: Hybo does not process the images you upload. For an optimal user experience, dimensions of 872x436px (or a 2:1 aspect ratio) and the smallest possible file size are recommended.
Brand and Model, Motor, Fuel Type, Transmission, and No. Seats: These are purely informational fields.
License Plate: Vehicle identifier, a key piece of information for booking from the admin panel.
Odometer (km or mi): Total distance traveled by the vehicle in kilometers (km) or miles (mi), depending on the office configuration.
Office, Building (optional), and Floor (optional): Vehicle location. Users can book the vehicle provided their permissions grant them visibility of their office and/or building.
Enabled: Allows users to book the vehicle.
External ID (optional): Vehicle identifier for integrating the Requests/Incidents module with Infraspeak.
Once you have completed the form, confirm the changes by clicking the CREATE button (top right corner).
Maintenance and Damage Log
Under the Basic Information tab:
Odometer: This will automatically increase as users book the vehicle and report the distance traveled when they check out upon returning it.
Maintenance Start and Maintenance End: Period during which users will not be able to reserve the vehicle. Additionally, saving will cancel any existing bookings during this period. More details can be found in the Vehicle Maintenance Period Configuration article.
Under the Damages tab:
You can manually activate the toggles for damaged parts when the vehicle is damaged and deactivate them after repairs.
Furthermore, when users check out, they can indicate if the vehicle has sustained damage, which will also be reflected in this panel.
The damage categories are predefined and cannot be modified.
Communicating Booking Policies
The following template is designed to be shared with fleet vehicle users. Adapt it by replacing the values in brackets and removing any rules that don't apply to your office configuration.
Corporate Vehicle Reservation
Requirements
You can book vehicles using the Hybo app. To do so, you need to:
Be registered on the platform with your corporate email and password.
Have accessed the platform with Google and your corporate credentials.
Have accessed the platform with Office 365 and your corporate credentials.
(Only keep the one that applies)
In the Profile section, complete the following information:
Driver's license expiration date
License photo
(Only keep the ones that apply, if any)
Request [contact] to be able to book vehicles.
(Only if case-by-case approval is required and the user must be added to the corresponding permissions group)
Booking Policies
You can book a vehicle:
Up to [W] days in advance.
A maximum of [X] times per week/month.
Up to [Y] consecutive days.
Up to [Z] hours per booking.
For the following shifts:
Morning (from [start] to [end] h)
Afternoon (from [start] to [end] h)
All Day (from [start] to [end] h)
(Only keep the option(s) that apply)
Usage Rules
On the day of your booking:
Check in when picking up your vehicle:
By scanning the QR code for your booking, available in your confirmation email or in the booking details on Hybo, with [the tablet at reception].
By scanning the QR code on the vehicle with your smartphone camera or from the booking details on Hybo.
Tapping "Check in" on the booking details in Hybo.
(Only keep the option(s) that apply)A maximum of [X] minutes after the start of your booking time slot; otherwise, the booking will be canceled and you won't be able to take the vehicle.
(If auto check-out has been set)
Check out your Hybo booking in the app when returning the vehicle:
Indicate the vehicle's current mileage, including a photo of the odometer on the dashboard.
Report any damage, including a photo and a description explaining what happened.
If you have booked the vehicle for several consecutive days, you can check out and return the vehicle at the end of the last day.
Hand over the key to [responsible party] at [location].