Boot Management and Self-Release System
It provides a comprehensive overview of the Boot Management and Self-Release System. This feature allows enforcement officers to apply a physical boot to a vehicle and enables the vehicle owner to pay their violation(s) and receive a release code via email to remove the boot themselves.
The self-release boot system is designed to increase operational efficiency, reduce administrative and labor costs, and provide a more convenient resolution process for end-users.
Setup and Configuration
To use the boot management system, an administrator must first enable and configure several settings within the admin portal.
System-Wide Settings
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Go to System Configuration, then System Settings.
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Locate the Third Party section.
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Enable the Universal Boot Enabled checkbox to turn the entire feature on.
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Configure the Require Overdue Paid checkbox. You can choose to require a user to pay only the violation associated with the boot (Disabled) or pay all overdue violations on their account (Enabled) before the release code is sent. This setting is deployed Off by default.
Boot Inventory Setup
You must create an inventory of your physical boots before they can be assigned to violations.
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Go to System Configuration, then Violations, and click on Universal Boot Device Setup.
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Click Add Booting Device.
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Enter a descriptive Boot Name (e.g., "Red Boot 01") and the corresponding Boot Release Code.
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Click Save. Repeat for all boots in your inventory. You can edit the name and release code value here at any time.
Editing the Release Code value will only change the code that is stored in OPS-COM and sent to user for boot release. It must be obtained from the booting device's instructions first and updated as necessary.
Violation Type Configuration
You must specify which violation types are eligible for booting.
Email Template Customization
The email containing the release code and instructions is customizable.
Using this Feature
This section details the daily operational use of the boot management system, from issuing a booted violation to managing the boot's return.
Issuing a Booted Violation
When issuing a violation for a boot-eligible offense, both on the handheld device and in the admin portal, the officer will see a new option.
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During the violation entry process, select the ticket type Boot Applied
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A dropdown called field, Apply Boot, will appear.
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From the dropdown menu, select the boot being applied to the vehicle. The list will show available boots first.
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Complete and save the violation as usual. The system now logs that the selected boot is In Use and linked to this violation.
You MUST make sure you do not assign an occupied boot to another vehicle. If no boots are marked as Available, the list will start with a title saying either Released or Issued. Issued boots are currently occupied, while Released means that the code was sent to the user and payment received for the violation, but the boot hasn't necessarily been returned.
The User Payment and Release Process
Once a vehicle is booted, the user must pay the required violation(s) to receive the release code.
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The user can pay via the online portal, either by logging into their account or using the Guest Payment option.
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When a violation with an associated boot is in the payment cart, a boot icon will be displayed next to it.
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Upon successful payment, the system automatically sends the Boot Release Email to the user's provided email address. This email contains the release code and return instructions you configured in the template.
A valid email address is mandatory to complete the payment. Logged-in users must have an email on file, and guest users will be required to enter one before checkout. (They do not need an account)
Boot Management Report
This report is your central hub for tracking the status of all your boots. To access it, navigate to Permit Management and click Boot Management.
Key Information Displayed
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Vehicle Plate: The license plate of the vehicle the boot is assigned to.
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Boot Identifier: The name of the boot.
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Violation Ticket Number: The linked violation.
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Status: The current status of the boot (In Use, Released/Not Returned, or Returned).
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Date Created: When the boot was assigned to the violation.
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Date Released: When the payment was made and the code was sent.
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Date Returned: When an admin marked the boot as physically returned.
Available Actions
From the report, administrators can perform key actions:
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Mark as Returned: When a user returns a boot, locate it in the report and click the Return button. This updates the boot's status to Returned, making it available for reuse.
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Manage Deposit Refund: If the boot was issued with a deposit, you will have an option to Process Refund when marking the boot as returned. This initiates the standard refund process for the deposit amount.
- For example, you may choose NOT to issue the refund of the boot deposit, if the boot is damaged, or was not returned in satisfactory condition.
Best Practices and Considerations
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Develop a Business Rule for Non-Returns: It's crucial to establish a clear policy for handling boots that are not returned. This may involve applying additional fines or fees to the user's account after a specified period.
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Consider using the Boot as a Deposit functionality for high-risk situations. By adding a separate, refundable fee item to the violation, you create a financial incentive for the user to return the equipment promptly.
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Keep Inventory Accurate: Regularly audit your physical boots against the Boot Management Report to ensure all information, especially release codes and statuses, is correct.
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Clear Email Instructions: Ensure your Boot Release Email template provides simple, clear, and comprehensive instructions. Including photos or diagrams of the boot removal process and a map to the drop-off location can greatly improve the user experience and increase return rates.