General Information 

General Information:

How do the lockboxes work?

These lockboxes are externally supplied and currently integrate with PVBS and an internal TRAKA system by Waitemata DHB.

Driver Access/Collection: The employees can access the key box as long as their permission allow on their profile and they have a current booking. To collect keys they will need to swipe their Employee Card onto the reader which will open the box. The lockbox will then highlight the keys that are assigned to that booking+user combination, and allow the driver to turn the keys to the left which will then release the keys and signal a pick up in PVBS. 

Driver Return: In order to return keys, the driver will need to swipe their security card against the reader, an LED light will show them the correct slot for the keys to be inserted. The driver will then need to insert the keys and turn the key to the right then close the door. This will signal to the PVBS Booking Manager the vehicle has been returned.

The integration to the booking calendar is identified through the 'External Reference/Employee Number' Field in the user profile. This will be required to match the number of their security card in order to allow smooth access to the lockbox. Due to the integration being external, booking amendments  are not captured by the TRAKA system so any changes to booking will mean they will need to be cancelled and rebooked. For updating currently 'in use' bookings will also not feed through to the system and any update will need to be escalated to madison.bowker@waitematadhb.govt.nz to be updated internally. 

Booking Re-allocation: This feature is currently active for all lockboxes which allows bookings to be re-allocated if the vehicle has not bee returned within 60 mins of the upcoming bookings start time. It will only reallocate if their are available vehicles 

Re-acquire vehicle: This feature allows users to re-acquire a vehicle after a booking is dropped off for 15 mins to allow them access to a vehicle if something is forgotten inside. 

Auto-cancellation: This feature will cancel bookings that are not picked up 30 minutes after the booking start tie. The driver will receive a cancellation email. In order to see if a vehicle has been 'Auto-Cancelled' find the booking in the home screen and select the column 'Cancelled By', if this says 'Automatic Cancellation' this means the booking was not picked up in time.

Below is a list of currently active Lockboxes for Waitemata and their key information

Maintenance Booking Requirements:

• Ensure Supplier is informed of pick-up time 
• Ensure booking is made under the correct user as above. 
• When block a vehicle for maintenance, block the vehicle for at least 3 days. The lockbox will drop the booking off when keys are returned but due to current bookings not being able to be edited by Fleetwise this will help to mitigate any vehicle not returned in time and the issues caused by this with the universal supplier cards.