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Understanding & Controlling Active Vehicles

Question

Active

Whatvehicles isin anOPS-COM are license plates registered and marked as eligible for parking permits. This article helps administrators understand how vehicle status functions, how it interacts with permit renewals, and how to manage potential discrepancies between active vehicle counts and how does it relate to the permits a user buys? 

In our scenario, we require our end users to buy aactive permit for every active vehicle on their account. So if you have two active vehicles you must have two permits. What happens on rollovers though? If they only have one permit roll over but they still have two active vehicles? Does the system deactivate one vehicle?counts.

AnswerUnderstanding Active Vehicle Status

ThinkAn of an Active Vehicle is defined as any license plate you’ve told ourthe system isrecognizes as ready to usebe assigned to a parking permit.

  • TheSticky answerStatus: inVehicle your scenariostatus is No, considered "sticky," meaning it persists from year to year. During permit rollovers, the system does not automatically deactivate thevehicles extraeven vehicle.if a user's permit count decreases. This can lead to a mismatch where a user has more Active Vehicles than active permits.

    Managing Vehicle and Permit Mismatches

    Administrators are responsible for monitoring user accounts to ensure vehicle counts remain consistent with permit requirements.

    1. TheAccess systemthe treatsReports your vehicle's status as "STICKY". It assumes you might want to use that same vehicle again.module.

    2. So, if you had two Active Vehicles and only bought one permit for the new year, the system leaves you with two Active Vehicles and one Active Permit.

    3. This creates that mismatch you asked about! Your staff must useSelect the Active Vehicle Report.

      This

    4. Use this report findsto everyidentify customerall customers who have a higher number of Active Vehicles than active permits.

    5. Contact the affected users to request they deactivate any excess vehicles, or manually deactivate the extra vehicles through the user's User - Vehicles Tab if organizational policy allows.

    FeatureActive Vehicle CountActive Permit Count
    DefinitionNumber of license plates marked as Ready.Number of valid permits purchased for the current period.
    Rollover StatusSticky (Carries over year to year).Reset (Only current permits count).

    Best Practices and Considerations

    • Proactive Auditing: Regularly run the Active Vehicle Report to identify and resolve discrepancies, especially following permit renewal or rollover periods.

    • User Communication: If a user has more active vehicles than permits. You can use it to deactivate the extra vehicle and make sure your vehicle count matches your permit count.

     Remember...

     Active Vehicle CountActive Permit Count
    What It IsHow many license plates you have marked as 'Ready'.How many valid permits you bought for the new year.
    Rollover StatusSTICKY! This count carries over from year to year.RESET! Only new permits count.

    • Too Many Cars, Too Few Permits? If you have 2 active vehicles but only 1 permit, you may need to need topermits, reach out to yourthe usersuser to gethave them to clean itup up. 
      their account.       Maintaining an accurate vehicle list ensures that your enforcement and permit allocation data remains precise.

    • Permit Rules: Organizations requiring one permit per active vehicle should establish a business rule for managing these discrepancies during the annual rollover process.

    Ensure that your User Type settings are correctly configured to limit the maximum number of vehicles, as this is the primary control mechanism for preventing excessive vehicle registrations.

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