Vehicle tracking while on hire
With SmartMy Transit and a GPS tracker in the car, Where Is It shows a car's last position on a map. Tracker alerts during a hire land on the rental order with a to-do for the depot manager. Checks start with the readings the tracker reports.
PLANSFrom GrowthWith SmartMy Transit
Built; trackers are read through our tracking server, and no named GPS unit has been tested yet.
The problem it solves
- A customer says the car never left the city, and you have nothing to show where it went.
- An SOS or an overspeed alert from the tracker goes to a separate portal that the rental desk never looks at.
- Staff type the odometer by hand at every check, and a wrong digit becomes a wrong excess-km charge.
How it works
- Set up the tracker in SmartMy Transit and link it to the fleet vehicle of the rental car. Tracking then shows as an area of the Rental menu.
- On the car, press Where Is It. The tracker's last position opens as a pin in Google Maps; if the tracker has not reported, you are told there is no position yet.
- While the car is out on hire, each tracker alert is written on the rental order. Alerts are SOS, overspeed, power cut or tamper, device offline, long idle, ignition out of hours and sudden fuel drop.
- The depot's manager, or else the order's salesperson, gets a to-do: Tracker alert, with the car and the customer.
- When a handover or return check starts, its odometer, miles or engine-hour readings are filled in from the tracker. Staff check them and change them if the dashboard says otherwise.
Everything it does
Where the car is
- Where Is It on cars that have a fleet vehicle
- The last position read from our tracking server, which keeps positions for 90 days; nothing is copied into your rental records
- The live map, route playback and trip history are those of SmartMy Transit, under Rental > Tracking
Alerts while on hire
- Only while the car is out or called off on a rental order
- Written on the order's history, so the alert stays with the hire
- A to-do for the depot's manager, or the order's salesperson when the depot has none
Readings at checks
- Odometer in km or miles, and engine hours, filled in when a check starts
- Only readings not yet entered are filled; staff confirm them by signing the check
Privacy
- Anyone with Rental access can press Where Is It, also while a customer has the car
- The ready-made agreement clause Tracking and data tells the hirer the car may be tracked; it is a draft for your lawyer
Who uses it
Depot managerGets tracker alerts on hires and acts on them.
Counter and yard staffLook up where a car is and confirm readings at checks.
Transport administratorSets up trackers and the tracking server in SmartMy Transit.
Where you use it
- Web: Where Is It on the car (Rental > Vehicles > Items > Vehicles)
- Web: Rental > Tracking (live map, tracking devices), from SmartMy Transit
- The SmartMy Rental Staff app: readings filled in at the check (built and in testing, not in the app stores yet)
- Not shown to the customer: the customer pages and app show no location
- Not tested with a named GPS unit yet: a unit is tested with you before go-live
What you control
Settings
- The tracker on the fleet vehicle, in SmartMy Transit
- Each depot's manager, who gets the to-dos
- Alert levels such as Overspeed Above are SmartMy Transit settings
Notifications
- Tracker alert: a to-do for the depot's manager, with a note on the rental order; no message goes to the customer
Works with
SmartMy TransitTrackers, the tracking server, the live map and the alerts come from SmartMy Transit.
Questions
Do we need SmartMy Transit?
Yes. Trackers and positions come from SmartMy Transit. When both products are there, the link switches itself on.Which trackers work?
Units are read by our tracking server, which speaks the protocols of most GPS units. We have not tested a named model yet, so we test your unit with you before go-live.Does the customer see where the car is?
No. Locations are only for your staff. Tell hirers that cars are tracked, for example with the Tracking and data clause in your agreement.Are alerts sent when the car is in the yard?
Not to Rental. Alerts reach the rental order only while the car is out on hire; SmartMy Transit keeps all alerts.Related features
CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.RATESIncluded kilometres or hours, and excess chargesSet how many kilometres, miles or engine hours each rental includes, per day, per month or per rental, or make them unlimited. What is used beyond that becomes a charge on the hire by itself, from the readings of the handover and return checks.TOLLS AND FINESTolls and fines matched to the renterTolls, speeding, parking and other notices come in by plate and time, one by one or from the operator's file. SmartMy finds the hire the car was on at that moment. It charges the customer with your admin fee, on the next bill or at once by saved card or pay link.COUNTRY PACKSAgreement clauses for the UAE, UK, India and AustraliaReady-made rental agreement clauses come with SmartMy Rental and SmartMy Sign. There are eight general ones and one or two for each of the UAE, the UK, India and Australia. They are drafts for your lawyer to check, and you add them to your agreement template as terms pages.FLEET AND DEPOTSDepots, yard places and transfers with checksEach depot keeps its own yard: on hire, inspection, turnaround, out of service, in transit and own use. Cars move between those places by themselves as they go out, come back and are checked. You move cars between depots with a check at both ends.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.