Request a vehicle through the Reservation Portal

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.

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.

3. 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.

2. 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.

3. Select a reservation period to see its vehicle, driver, start and end time.

4. 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.

4. Check the vehicle, driver, dates and times, then select Request Reservation once.
5. Wait for the confirmation that the request was submitted and is awaiting approval. Submission does not mean the vehicle is approved yet.

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.

4. Use Approved for accepted reservations and History for requests that are no longer pending or approved.

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. Track My Ride Support cannot approve or alter bookings on its behalf.