--- title: Request a vehicle through the Reservation Portal description: Open a public booking link, check vehicle availability, submit a request and follow or cancel it while it is pending. --- [Skip to content](https://support.trackmyride.com.au/knowledge-base/request-a-vehicle-through-the-reservation-portal#main-content) [![Knowledge-Base-Logo-2](https://support.trackmyride.com.au/hs-fs/hubfs/Knowledge-Base-Logo-2.png?width=319&height=60&name=Knowledge-Base-Logo-2.png)](https://support.trackmyride.com.au/knowledge-base?hsLang=en-au) - [Knowledge Base Home](https://support.trackmyride.com.au/knowledge-base) - [Sign Me Out](https://support.trackmyride.com.au/_hcms/mem/logout) Open main navigation Close main navigation - [Knowledge Base Home](https://support.trackmyride.com.au/knowledge-base) - [Sign Me Out](https://support.trackmyride.com.au/_hcms/mem/logout) - - [Create Support Ticket](https://support.trackmyride.com.au/knowledge-base/kb-tickets/new) [Create Support Ticket](https://support.trackmyride.com.au/knowledge-base/kb-tickets/new?hsLang=en-au) How can we help you? - There are no suggestions because the search field is empty. 1. [Track My Ride Knowledge Base](https://support.trackmyride.com.au/knowledge-base?hsLang=en-au) 2. [Rosters & Reservations](https://support.trackmyride.com.au/knowledge-base/rosters-reservations?hsLang=en-au) 3. [Reservation Portal](https://support.trackmyride.com.au/knowledge-base/rosters-reservations?hsLang=en-au#reservation-portal) 28 August 2026 # Request a vehicle through the Reservation Portal ## Open a public booking link, check vehicle availability, submit a request and follow or cancel it while it is pending. Use the public **Reservation Portal** when an organisation has invited you to request one of its vehicles. You do not need to sign in to the main Track My Ride application. ![Animated overview of opening the public Reservation Portal and moving through its booking workflow.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/legacy/reservation-portal/portal-walkthrough.gif) Animated overview of opening the public Reservation Portal and moving through its booking workflow. ## Before you start You need the complete portal link supplied by the organisation. Some portals also ask for an access code. The code is not your Track My Ride password; use only the code supplied with this booking link. Choose a vehicle and time that you are permitted to use. Submitting a request does not reserve the vehicle immediately: wait until the portal shows that the request is approved, or the organisation confirms the booking. The portal treats the displayed date and time as the organisation's local booking time. If you are making the request from another timezone, confirm the intended time with the organisation before submitting it. The portal works on phones, tablets and desktop browsers. Each request covers one vehicle; submit a separate request for each additional vehicle. ## Steps ### Open the portal 1. Open the complete portal link. Do not shorten it or remove characters from the end. 2. If **Portal Access** appears, enter the supplied access code and select **Unlock**. Skip this step when the portal opens directly. ![Optional Reservation Portal access-code form with an Unlock button.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/screenshots/book-reservation-portal/access-code.png) Optional Reservation Portal access-code form with an Unlock button. 1. Read the organisation's message for rules, operating hours, timezone or approval expectations. ### Check availability or start a request 1. When the start dialog appears, choose what you need: - **View Availability** shows bookings across the vehicles made available to you. - **Make a Reservation** lets you choose a vehicle and request a time. ![Reservation Portal start dialog offering View Availability or Make a Reservation.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/screenshots/book-reservation-portal/choose-action.png) Reservation Portal start dialog offering View Availability or Make a Reservation. 1. In **Availability Overview**, each row is a vehicle. Amber periods are pending and green periods are approved. Use the arrows or **today** to move through dates, switch between month and week, and select **Refresh** for the latest information. ![Availability Overview showing vehicle rows with amber pending periods and green approved periods.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/legacy/reservation-portal/availability-overview.png) Availability Overview showing vehicle rows with amber pending periods and green approved periods. 1. Select a reservation period to see its vehicle, driver, start and end time. ![Reservation details dialog showing a vehicle, driver and approved start and end times.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/legacy/reservation-portal/reservation-details.png) Reservation details dialog showing a vehicle, driver and approved start and end times. 1. Select **Make a Reservation**, then choose the vehicle. The portal opens that vehicle's booking form and calendar. ### Enter and submit the request 1. Set the full period you need the vehicle. You can drag across the calendar to fill the dates, or choose the start and end manually in 30-minute increments. Selecting one day defaults to 9:00 am-5:00 pm; check and adjust those times before submitting. The end must be later than the start. 2. Select the driver. Enter an email address if you want approval or decline notifications and the organisation allows it. 3. Add a short purpose or note when it will help the organisation review the request. ![Public Reservation Portal form showing a synthetic vehicle, driver and local booking period.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/screenshots/book-reservation-portal/public-booking-form.png) Public Reservation Portal form showing a synthetic vehicle, driver and local booking period. 1. Check the vehicle, driver, dates and times, then select **Request Reservation** once. 2. Wait for the confirmation that the request was submitted and is awaiting approval. Submission does not mean the vehicle is approved yet. Video walkthrough of selecting a vehicle, entering booking details and submitting a reservation request. ### Follow or cancel a pending request 1. Find the request under **Request History \> Pending**. Check the vehicle, driver, time and **Pending** status. 2. Keep the portal open in the same browser when practical. It checks pending requests for status changes. 3. To withdraw an eligible pending request, select **Cancel Request**, then confirm **Yes, Cancel**. The button appears only when this browser created the request and cancellation is still available. ![Request History showing a synthetic pending vehicle request and its Cancel Request button.](https://support.trackmyride.com.au/hubfs/track-my-ride-support/screenshots/book-reservation-portal/pending-request.png) Request History showing a synthetic pending vehicle request and its Cancel Request button. 1. Use **Approved** for accepted reservations and **History** for requests that are no longer pending or approved. Video walkthrough of cancelling an eligible pending reservation request from Request History. **Pending** Submitted and waiting for an administrator decision **Approved** Confirmed; the vehicle is reserved for the selected period **Declined** Not approved; contact the organisation if you need a reason or another option **Cancelled** Withdrawn before an administrator decided it ## What happens next The organisation reviews your request. When it is approved, it moves to **Approved** and the selected time is reserved. Declined and cancelled requests move to **History** and do not reserve the vehicle. Contact the organisation that supplied the link if you need an approval decision or a change to an approved reservation. ## Troubleshooting - **The link is invalid or the page is unavailable:** Reopen the complete link from the organisation. It may have expired, been disabled or be outside its allowed dates. Ask the organisation for a current link. - **The access code does not work:** Enter it exactly as supplied. If it is still rejected, ask the organisation whether the code has changed. - **Too many access attempts:** Stop retrying and wait for the temporary lockout to end, then enter the current code once. Contact the organisation if you are unsure of it. - **Your session expired:** Enter the access code again when prompted. Check the current availability before resubmitting anything. - **No access-code screen appears:** The organisation may not require one. Continue to the availability or reservation screen. - **You cannot find a vehicle or driver:** Only choices allowed by the organisation appear. Ask its booking contact to check your access. - **You cannot select a time:** The end must be after the start and the period may overlap another booking. Choose another available time or contact the organisation. - **The request reports a time conflict:** Another reservation or request overlaps the selected period. Return to the calendar and choose a different vehicle or time instead of repeatedly submitting the same request. - **You submitted the wrong pending request:** Use **Cancel Request** under **Request History \> Pending** when offered. If the button is absent, contact the organisation immediately. - **You need to change a request:** Cancel it while it is pending, then submit a corrected request. You cannot edit or cancel approved or declined requests through the portal. - **The status does not update:** Keep the confirmation reference, refresh the portal once and contact the organisation before submitting a duplicate request. - **You need approval or want to change an approved request:** Contact the organisation that supplied the link. 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