Vehicle & Recovery Exchange Guide

A Beginner’s Guide to Vehicle & Recovery Exchange

Get started

Contents

Business profile

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Get Started Business Profile Business Documents

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At 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:

Users Company vehicles Vehicle Tracking

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

Alerts & Notifications Home Notifications

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Tracking Notifications Predictive Notifications Confirmations

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Live Notification Bar

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Selling Work Posting a Job Confirming a Job Searching the Live Availability Map (LAM)

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Looking for Work Searching the Live Jobs Map Using the Vehicle Activity Management Console

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• 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.

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Business documents

Users

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

To upload a document, you will need to:

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.

1. Select a document name from the drop down menu 2.Enter an expiry date for the document (if applicable) 3.Click browse and select the file you would like to upload 4.Click enter your name and click ’Sign Document’.

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 vehicles and can also sign documents.

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

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

vehicles and sign documents.

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

Company vehicles

Definition

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.

Document is valid Document is within 1 month of expiry date Document has expired

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.

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

Alerts & Notifications

to edit and the

You 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 maximum vehicle size you have registered on your account, then you will not receive the notification.

Vehicle tracking

Tracking notifications

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.

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.

Notes

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.

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

Fields marked with * are mandatory.

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Predictive notifications

Live notification bar

Another method the system uses to match jobs is by predicting 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).

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 notification and confirmation.

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.

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

Selling work

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.

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:

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.

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

Mobile Notification Settings: Job Details:

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 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.

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.

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

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Click Post Job:

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.

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 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:

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.

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.

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.

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• 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.

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

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

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.

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

Searching the Live Availability Map (LAM)

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

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 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)

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

• 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.

Vehicle Maybe Available Vehicle is Unavailable

• 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.

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

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Looking for work

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.

Searching the live Jobs Map

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.

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

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

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.

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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.

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:

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.

• 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

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.

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

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

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.

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

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.

Plotting a journey will activate predictive alerts and make your journey visible 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.

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

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.

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

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.

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

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