Vehicle & Recovery Exchange Guide

A Beginner’s Guideto Vehicle & Recovery Exchange

Contents

Get StartedBusiness Profile 2Business Documents 3

Users 4Company vehicles 4Vehicle Tracking 5

Alerts & NotificationsHome Notifications 6

Tracking Notifications 6Predictive Notifications 7Confirmations 7

Live Notification Bar 8

Selling WorkPosting a Job 9Confirming a Job 13Searching the Live Availability Map (LAM) 15

Looking for WorkSearching the Live Jobs Map 18Using the Vehicle Activity Management Console 19

Get started

Business profileAt point of set up, basic details of your business would have already been pre-entered however you can amend most details as you see appropriate:

• To change the details you require, edit the relevant field and click to save.

• Changes for details such as address, VAT number and club will need to be approved by VR-X staff.

• VR-X staff will contact you when they have received the request for the change.

1 2www.vr-x.co.uk www.vr-x.co.uk

3 4www.vr-x.co.uk www.vr-x.co.uk

You can upload your business documents to the Exchange to make them available for other members to view.

Business documents

To upload a document, you will need to:

1. Select a document name from the drop down menu2.Enter an expiry date for the document (if applicable)3.Click browse and select the file you would like to upload4.Click enter your name and click ’Sign Document’.

The uploaded documents must be signed by the company ad-min user before they will be made available to view by other members.

Once you have uploaded your documents, they will appear in a list format where a coloured icon will indicate the validity of a partuicular document:

Colour Definition

Document is valid

Document is within 1 month of expiry date

Document has expired

Users

Clicking enables you to add any additional users if you require. Once you have clicked the button, you will be prompted to complete a form where you will need to enter details.

When adding a user, you will also have a dropdown menu on the form to confirm the user’s role – there are two options:

• Company Admin – Can add, edit and delete users and vehi-cles and can also sign documents.

• Company User – Are unable to add, edit and delete users and

vehicles and sign documents.

Company vehicles

You can add your vehicles on to the system by clicking Once you have clicked on the button, you will be directed to a form which must be completed to add your vehicle.

Once the form has been completed, click ‘Save’ in the bottom right hand corner to add the vehicle.

Documents for each vehicle can be added when adding a vehicle by completing the vehicle document section on the add vehicle screen.

5 www.vr-x.co.uk 6 www.vr-x.co.uk

You can edit or delete your vehicles by clicking to edit and the to delete them.

Vehicle tracking

Which tracking provider do you use? Just click on the relevant box. If you select other, you’ll need to specify who your tracking provider is in the box below it.

Notes

You can revisit the ‘Get Started Wizard’ at any time by clicking at the top of the page.

Fields marked with * are mandatory.

Alerts & NotificationsYou will be notified of any confirmed jobs and potential jobs (if parameters i.e. vehicle size for the job have matched to you) by email.

Home notifications

You will be notified of any jobs posted within a specified radius of your home location (up to a maximum of 50 miles).

Jobs are matched according to your fleet size and specialist services – e.g. a job is for a vehicle that is larger than the maxi-mum vehicle size you have registered on your account, then you will not receive the notification.

Tracking notifications

You will also be notified of any jobs which are relevant to your vehicle’s size and current tracked location.

These jobs are not direction specific as you can change direction at any time and there’s no way for the Exchange to predict your next location if it’s using this method to match jobs to you.

Another parameter which is considered by the Exchange when matching jobs using this method is the radius which the job was posted to e.g. if a job was posted to a 10 mile radius and you are 11 miles away, you will not be notified of the job.


Predictive notifications

Another method the system uses to match jobs is by predict-ing where your vehicle will be according to a journey you have registered by using the destination and/or add journey functions on the Vehicle Activity Management console (please refer to Vehicle Activity Management console section to find out how to register a journey).

Once you have plotted your journey, the Exchange will predict where your vehicle’s location will be at any given time via an algorithm and send you notifications for jobs with pickup and delivery locations en-route (delivery locations do not necessarily have to be en-route if the ‘Go anywhere’ option is ticked).

Parameters which are taken into account when the Exchange uses the predictive method to match jobs are amongst predicted location, vehicle size and pickup time for the job.

Confirmations

If a job is booked to you by another member of the Exchange, you will be emailed a copy of the confirmation and you will also be able to view the confirmation in your Exchange diary.

Live notification bar

Matched jobs and confirmations will be displayed in the live bar at the bottom of the Exchange screen – the bar will also make a sound to capture your attention. You can turn the sound off by clicking .

You can click on the details in the live bar to view the specifics of the job notificationand confirmation.


Selling work

Posting a job

If you have a job which you need to sell, you need to click on which can be found in the top left corner on

most pages of the Exchange.

After you have clicked the button, you will need to fill out the form below:

Customer Details (PRIVATE – Only you can see these details):

These details are private and only you can see them. You can use the Pro-Alerts feature by clicking on expand all sections and entering up to 3 email addresses in the send En-route emails field and selecting a time frequency at which emails are sent out advising of the vehicle’s location.

Pickup/Delivery/Via Details:

Required fields for these sections are the pickup, delivery and via (if required) locations (you can enter a postcode or town) – once you have done this, you can then click to view the map of the location you have entered and click to drop a green marker in a specific location.

Click ‘Select’ to advertise a more accurate location – this is particularly useful for areas without a postcode.


You can enter the pickup, via or delivery time for the job by selecting one of the terms from the dropdown menu.

Job Details:

• You will need to enter the specifics about the job you are goin to post in this section of the post job form. • Most of the details such as job description, job type, suggesed vehicle and body type are mandatory fields which will need to be selected from their coresponding dropdown menus.

• Additional details such as vehicle type, make & model of vehicle and trans mission can also be entered in this section.

• After this section, you will also have the choice to add any notes which you may find relevant in the notes field.

Mobile Notification Settings:

The ‘Advertise This Job To’ dropdown enables you to choose who you would like to advertise your job to whether it be all members or even a group consisting of a select few Exchange members.

You can choose to notify members who have tracked vehicles within and up to a 30 mile radius of the pickup location of the job. You can do this by selecting a radius from the dropdown menu in the mobile notification settings section when posting a job.


Click Post Job:

Once you clicked ‘Post job’, a pop up will come up asking you to confirm how long you would like to keep the job advertised for.

After the timer has expired for the job and you haven’t sold it/booked/allocated it, a reminder will pop up displaying the live job and you will have the option to repost or cancel the job.

Fields marked with * are mandatory.

Confirming a job

Once you have successfully negotiated your term and conditions with the member you are giving the job to, you will need to send them a confirmation through the Exchange.

To confirm a job to another member, you will need to go to the ‘Diary’ section of the Exchange and click

You will now see the original post job form you completed earlier in a pop up window with the details you entered.

You will need to enter the exact details of the booking such as customer name, exact address in the pickup, delivery and via (if applicable) sections if you haven’t already done so.

On this form, you will find an additional section which will ask you “Who do you want to book this job to?” – there are two options where you can choose to book the job to the following:

An Exchange Member: To book to another Exchange member, you will need to enter their company name or ID number and confirm by selecting the option from the blue suggestion book.


Company Vehicle: You can choose to allocate the job to one of your own vehicles and use pro-alerts to notify your own customers of the whereabouts of the vehicle at a specified time frequency

When booking a job out to another member, you will also need to enter the agreed price and select the payment terms which were agreed too.

Searching the Live Availability Map (LAM)

In addition to just posting a job on the Exchange, you can also find vehicles relevant to the job by searching for them on the Live Availability Map (LAM).

The LAM is a map which displays a tracked vehicle’s location and its availability status.

Icon Definition

Multiple vehicles within the area

Vehicle is Available

Vehicle Maybe Available

Vehicle is Unavailable

• Blue icons indicate that there are numerous vehicles in the area on the map.

• The number within the blue icon tells you how many vehicles are within that area – e.g. if a blue icon has the number 10 on it then there are 10 vehicles in the area.

• Clicking on a blue icon will make the map zoom in and eventually you will be able to see green, amber or red pins.

• The pins represent individual company vehicles and the avail ability status of the vehicle.

• The numbers on the pins represent the order that they appear in on the list below the map

• The magnifying glass in the current location column on the list below will display a pop up of a map with only the vehicle you clicked on • Clicking on a pin will enable you to see further details of the vehicle such as vehicle size/type, payload etc. Additionally, you will also see contact details for the company of which the vehicle belongs to (you can click the icon to view further information for the company such as feedback)

• If you find that you have clicked on a blue pin and the map is at its maximum zoom level, then the vehicles are in a very close vicinity of each other (within 5 miles) - this usually occurs if there are numerous vehicles parked at base.

• Clicking on the blue icon when you zoom in on the map will open a pop up with only the blue icon on it and the vehicle and company details listed below the map.


Stars indicate that there are numerous jobs in the area and the numbers in each star indicate how many jobs there are in the area e.g. if a star has the number 10 in it, then there are 10 jobs in the area.

Arrows represent individual jobs and the angle of the arrows show you the general direction of where the job is going to. If you hover your cursor over an arrow a line will appear showing the destination of the job.

The destination for the job is represented by a checker flag.

Notes

You can use the ‘Search’ panel on the left hand side of the map to narrow down your search by location, availability status, size etc.

Both your own vehicles and other member’s vehicles are displayed on the LAM. If you would like to view other member’s vehicles only, you can click on the ‘Other Drivers’ tab at above the map.

Clicking ‘Our Drivers’ will display your own vehicles on the map along with jobs within a 50 mile radius of each vehicle.

Looking for work

Searching the live Jobs Map

The live Jobs Map is a feature which you can use to look for suit-able jobs for your vehicles. When looking at the live jobs map, you will see star and arrow icons.


Flashing cyan couloured arrows represent the most recent jobs – posted within the last 15 minutes and purple static arrows represent jobs posted more than 15 minutes ago.Clicking on an arrow will bring up another window which shows you details of the job. Details include:

• From and to locations• Pickup and delivery times• Vehicle type, make & model, transmission and number of

passengers• Size and type of vehicle required• Payment terms• Approximate distance• Date and time for when the job was posted

You can use the ‘Search panel’ on the left hand side of the map to narrow down your search by location, vehicle size etc.

Vehicle:This column shows your vehicle reference and if it is a tracked vehicle, it will have an icon next to it to indicate this.

If the tracking icon is ‘lit up’ then the vehicle is currently being tracked and if the icon is grey than it is not tracked.

Size:This column indicates the size of the vehicle.

Status:From the dropdown menu in this column, you can select the status you would like to advertise for your vehicles on the Live Availability Map.

By integrating your tracked vehicles, you are combing your telemat-ics solution with the Exchange. Our Vehicle Activity Management (VAM) console allows you to manage all your tracked vehicles from one simple, user friendly screen.

Using the Vehicle Activity Management console

Current Location / Last Tracked:You can view your vehicle’s current or last tracked location here – this updates according to the same frequency as your telematics software and is date and time stamped.

Clicking on in this column, will display a map where you will be able to view your vehicle’s location and status.

You will also view all jobs within a 50 mile radius of your vehicle on the same map.


By integrating your tracked vehicles, you are combing your telemat-ics solution with the Exchange. Our Vehicle Activity Management (VAM) console allows you to manage all your tracked vehicles from one simple, user friendly screen.

Plotting a journey will activate predictive alerts and make your journey visible on the Live Availability Map.

ETA:This column displays your estimated time of arrival for the destination you have entered.

ETAs are optional and if you don’t enter an ETA your journey will be live until 23:59.

Add Journey:This function is the same as entering a destination however, you would have to specify your point of origin for your journey.

Destination:By entering a destination in this box, you are plotting a journey from your current / last tracked location going to the destination you have specified.Once you have entered a destination, you will be prompted to supply the following information:

• Go Anywhere• Clears at time• ETA• Capacity Status Advertise To:

You can choose who you wish to advertise your vehicles to from the drop down menu in this column.

By default, you can choose to advertise your vehicles to the general Exchange which means everyone on the Exchange can see your vehicles on the Live Availability Map.

Choosing ‘Private’ from the dropdown menu will only allow you to see that particular vehicle on the map - it will not be advertised to the general exchange.

You can also set up groups consisting of other Exchange members and choose to advertise your vehicles to the group. Only you can view your vehicles at street level on the map – other’s cannot.

Notify When Tracked:Turn tracking alerts for job notifications on or off from this column - when the box is ticked, your tracking notifications are turned on and when the box is unticked, they are turned off.

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