Purpose
Policies connect asset groups (bays) and user groups (people) and define the rules for booking and pricing. This guide shows how to create and configure a policy in the Management Portal.
1. Open the Policies page
Log in to the Management Portal.
Go to Configuration → Policies.
The Active tab shows all live policies.
Click Add Policy to create a new one, or click an existing policy to edit it.
2. Details tab – basic setup
On the Details tab, fill in:
Policy Name (required)
Use a clear name, e.g. “All Staff – Casual Parking” or “Visitors – Level B2”.
Notes (optional)
Add any internal notes about how or why this policy is used.
Select Site
Choose the site / car park this policy applies to.
Asset Group (required)
Select the asset group (bays) this policy can use.
If the asset group type is “EV”, this policy becomes an EV booking policy.
User Group (required)
Select the user group that can use this policy (for example, All Staff, Executives, Contractors).
Policy Type
Choose how this policy will be used:
Self Service – drivers book for themselves.
Visitor – staff book parking to invite external visitors.
Internal – staff book parking on behalf of other staff members.
Allocation – users can self-register for allocations (used for monthly/long-term allocations).
Usage
Optional field used to label or classify how the policy will be used (e.g. Grade A, Casual, Staff, etc.), depending on your setup.
This can also be used for usage reporting.
Priority
Priority decides which policy “wins” when a driver has access to more than one policy.
A higher priority number takes precedence.
Example:
All staff have access to a paid parking policy (lower priority).
Executives also have access to a free executive parking policy (higher priority).
When an executive books, the free executive policy is used, even though they can also use the paid policy.
Click Save and move to the next tab.
3. Timing tab – when and how people can book
On the Timing tab you control availability, days, times, and quotas.
3.1 Rolling availability & opening time
Rolling Availability
How far ahead people can book (e.g. Next 2 Weeks, Next 6 Weeks).
Opening Day
The weekday when the next block of days becomes bookable (e.g. every Monday).
Opening Time
The time of day when new availability opens (e.g. 12:00).
Available Days
Tick the days of the week that can be booked under this policy (e.g. Mon–Fri only).
3.2 Booking times
Daily Start Time / Daily End Time
The earliest and latest times bookings are allowed to run (e.g. 06:00–23:59).
If you allow overnight bookings, it needs to be set to 0:00 - 23:59.
Default Start Time / Default End Time
The times that are pre-filled when a driver creates a booking (they can still change them unless time selection is disabled).
3.3 Booking length
Minimum Booking Time
Shortest booking allowed (e.g. 30 minutes, 1 hour).
Maximum Booking Time
Longest booking allowed (e.g. 1 day, 10 hours).
3.4 Booking quotas
Daily Quota
Max number of bookings a single user can make per day under this policy.
Weekly Quota
Max number of bookings a single user can make per week.
Monthly Quota
Max number of bookings a single user can make per calendar month.
Use quotas to make access more equitable (e.g. 2 days per week for some users, 5 for others). If set to 0, no quotas as setup.
3.5 Excluded dates
Excluded Dates (if shown)
Dates when no bookings should be allowed under this policy (e.g. public holidays).
Enter one date per line, in the format YYYY-MM-DD.
4. Pricing tab – how parking is charged
On the Pricing tab you control if parking is free or paid, and any special rules.
4.1 Standard pricing
Under Parking, choose:
Free – no charge for bookings under this policy.
Flat daily rate – a fixed price per day (e.g. $20/day).
Hourly rate (with limit) – charge per hour up to a set maximum (if configured).
4.2 Optional pricing rules
Depending on your setup, you may see options such as:
Apply a flat discount
Special weekend pricing
Early bird pricing
Evening pricing
Public holiday pricing
Charge a maximum per booking
First X hours free
Overnight fee (for bookings that go overnight between certain times)
Enable only those that match your internal parking policy and pricing model.
4.3 Discount pricing
Discount Pricing
Apply a specific discount type (if configured) to bookings under this policy.
5. Driver Experience tab – how booking looks in the app
On the Driver Experience tab you choose how drivers make bookings and any extra rules.
5.1 Booking request types
Booking Request Types define the booking interface:
Calendar (recommended default)
Drivers pick dates from a calendar. Works well for most use cases.
Range Booking
Allows bookings to start and end on different days, with the driver assigned to the same bay for the entire range.
Useful for longer stays or shift workers.
Timeline
Recommended for short-term, high-turnover bookings (e.g. pool cars, short slots).
Shows availability in a timeline view.
You can select one or more, depending on your configuration.
5.2 Additional options
Depending on your setup, you may want to configure:
Allow Driver Selection
Lets drivers choose to book explicitly under this policy in the app.
Allow Driver Preference
Lets drivers set their preferred booking order when multiple policies are available.
Require Approval
Bookings under this policy must be approved by an admin before they are confirmed.
Require Recent Login
Controls how recently a user must have logged in to be allowed to book (e.g. last 30 days).
Set these options according to your internal approval and security rules.
6. Saving and testing your policy
After configuring Details, Timing, Pricing and Driver Experience, click Save.
Create a test booking as a user in the linked user group to confirm:
The policy appears as expected
Availability, quotas and pricing behave as intended
If something doesn’t match your expectations, return to Configuration → Policies, open the policy, adjust the settings, and save again.
If you have any questions or need assistance, user the support widget in the Management Portal to ask a question.