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How to Complete a Vehicle Booking Request
Step 1
Select the Pooled Vehicle booking form from the home page
Click on the link to open the vehicle booking request form
The initial screen will display with any existing requests by the user shown in a table
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How to Complete a Vehicle Booking Request
Step 2
To enter a new request, click the ‘Request Vehicle’ button. Vehicle Reservation can be deleted
from this page, or you can view more details of your requested vehicle booking by clicking the
next to the booking
Click on the Request Vehicle
button
A form is displayed. Enter the criteria to display available vehicles
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How to Complete a Vehicle Booking Request
Use the calander pop up to select your request start date
Use the drop down menu to select your start time
Enter the site from which you wish to collect a vehicle - Eastbourne, Falmer or Moulsecoomb
*leave site field blank to view vehicles available at all sites
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How to Complete a Vehicle Booking Request
Click search
Step 3
A list of available vehicles will appear
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How to Complete a Vehicle Booking Request
To scroll forward through to different day/weeks to check availability use the forward buttons
To display all reservations check the ‘show reserved elements’ button
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How to Complete a Vehicle Booking Request
Step 4
Click on the blue line to select
The form will populate with the start date, start time, end date (which can be changed), end time
(which can be changed), chosen vehicle, and your details
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How to Complete a Vehicle Booking Request
Complete the rest of your details on the form
Enter a corrected end date and
end time for your reservation
Please indicate where you are
going
How many people will be
travelling in the vehicle?
Enter any details we need to
know – are there additional
drivers?
The fields Authorized by/Department/School/Proposed Main Driver are all pop up search fields
Click the search button to left of field
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How to Complete a Vehicle Booking Request
Type in what you know about
your field and click search. If
the desired result does not
appear try using the % sign
either as a prefix or suffix
E.g. %41 or 41%
Click on the blue link on left to
imput correct result into field
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How to Complete a Vehicle Booking Request
*If done correctly the fields will appear greyed out– if not please use the delete function to reinput field correctly
Click submit
This confirmation page indicates your request has been made.
Please note this is not a confirmed booking of the vehicle. The booking will be confirmed by email
when all the details of your request have been checked.
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How to Complete a Vehicle Booking Request
What happens next
Your request will be reviewed by the Facilities coordinator/Site Manager who will send you
an email when your request is booked.
Following the booking being confirmed an email will be sent to the ‘authorized by’ person
named on your form. The completed form should then be taken to the appropriate site for
collection of the vehicle.
Following the booking confirmation you can collect the keys from the requested site.
Please note the following details
1. This reservation is only for the vehicle requested. To use another university vehicle, please
enter another vehicle reservation.
2. The authorised field signature field must be signed by the relevant person as indicated on
the reservation details in order to be able to take the vehicle off site.
3. You must have a copy of your long and short driving licence with you on collection of the
vehicle
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