Everything you need to know from A to Zip.

Transcription

1 Everything you need to know from A to Zip.

2 getting your employees behind the wheel Welcome to Zipcar! Here are 4 easy steps to get your employees zipping right away. Read on to learn more about getting started as an Admin on the next page. step 1 Tell employees that your company has a new Zipcar membership. We ll provide an , info sheet and URL you can forward to help them register. step 2 Employees sign up online using the custom URL we provide. step 3 You will receive an when a driver has requested membership. step 4 The link will bring you to a page where you can approve or deny an employee s request for membership. step 5 Once approved, your employee s Zipcard will be mailed to their billing address on file and he or she can start driving. Note: Employees may prefer to go to your local Zipcar office to pick up their Zipcard. They may pick up their Zipcard as soon as they apply, however it won t be activated until they re approved for insurance. Questions? Call Zipcar 866.4ZIPCAR ( ) 2

3 getting started 1) What is an administrator on a Zipcar account? The person who sets up the account is designated as the Account Administrator. They re kind of like the Zipcar ambassador for your company. If you need to add or change administrators, just contact member services at A Zipcar for Business account always has to have at least one administrator. As an Account Administrator, you ll need to: 2) Can an account have more than one administrator? Yes, you can set up multiple people within your organization as Zipcar administrators. Having multiple administrators is helpful for things like ensuring new members are approved in someone s absence. If you would like to add a coworker as an account administrator, please contact Zipcar at or business@zipcar.com. Please note that only a current administrator can add another administrator. 3) Does an administrator have to also be a Zipcar member? No, anyone in your organization can be set up as an administrator at your request. Contact us at or business@zipcar.com. We will need their full name and address to set them up. 4) How do I log in? Logging in at zipcar.com is the same for both administrators and drivers. In fact, if you are both an administrator and a driver, you will use the same user name and password to access both accounts (but you will have increased capabilities in the system as an admin). If you ve forgotten your user name and/or password, click sign in forgot password? and we ll you a reset link for your login. (To learn more, see page 5.) 5) How do I manage/add/remove drivers on the account? As the account administrator, you ll be sent an when your employees attempt to join the account. This will have a link that takes you to a page where you can approve or deny applicants. Please work with your IT department to make sure these and other automated Zipcar s are not being filtered by your company s spam filter. You may need to add the to your IT list of safe senders. (For more on adding/ removing drivers, see page 7.) Questions? Call Zipcar 866.4ZIPCAR ( ) 3

4 6) Who gets the bill? Your employees will be responsible for their own reservations and billing. Each employee will be prompted to enter a credit or debit card when applying for membership and will set up their own payment for Zipcar driving. Charges are then billed to the individual instead of being billed directly to the company. When driving is a reimbursable expense, employees will use existing company expense reimbursement process similar to submitting a hotel receipt. They can access their invoices at any time by clicking on my stuff my bill. That s it. You re ready to go! If you have any questions along the way, just call 866.4ZIPCAR ( ). Questions? Call Zipcar 866.4ZIPCAR ( ) 4

5 managing your account logging in It sounds simple, but is worth a quick overview. Since most of the activity on zipcar.com is reserving cars, the home screen for your account will be the find cars screen. Your username and password are the same for both your business and personal accounts, if you have one. Go ahead and sign in so we can get started. After your first log-in, you will automatically be logged in to the account. So make sure you log out too. Questions? Call Zipcar 866.4ZIPCAR ( ) 5

6 managing your account my stuff me / account overview To review your account settings click on my my stuff me. Here you can review or make changes to your , password, payment info and billing address. Billing address is linked to credit card information and is your mailing address, not your physical location. (PS: We send your Zipcards to the billing address.) when on multiple accounts, you can toggle here NOTE: Be sure you enter the appropriate credit card for the appropriate account. Doublecheck to see which account (business or personal) you clicked on. If your company s mailing address is different than the billing address, you should use your billing address here. Update credit card information here. Questions? Call Zipcar 866.4ZIPCAR ( ) 6

7 managing your account my stuff approving / removing drivers Ready to get your employees on board? The process is self-service, quick and easy. Start by sending them the custom link we ve provided to you and they can sign up online in minutes. We ll send you a suggested and an info sheet that you can send to your employees to get them all revved up about using Zipcar. You can also approve, deny or remove drivers on this page. You will receive an confirmation when an employee requests to be added to the account. This will contain a link, which brings you here to review drivers. (See page 2 for a full picture of getting employees behind the wheel.) Once employees have signed up for Zipcar, this screen will show you which drivers are using your Zipcar account. When admins revoke membership the former employee gets an from Zipcar telling them about their new status, and how they can reapply if they don t already have a personal account. Please work with your IT department to make sure the application validation and other automated Zipcar s are not being filtered by your company s spam filter. You may need to have the zipcar.com added to your list of safe senders. If prompted, be sure to log out of your own account before adding employees to the company account. Questions? Call Zipcar 866.4ZIPCAR ( ) 7

8 managing your account my stuff my bill To head straight for the bottom line, employees can manage their billing information by clicking on my stuff my bill to review driving activity and charges on the business account. Since your company is set up with individual billing, the Admin isn t able to see each member s account. This is because employee accounts contain personal and potentially sensitive information (such as credit card numbers). However, each member can access their invoice at any time and print or copy their billing information for expense reimbursement within their company. This is what an employee would see when they view their driver invoice. *Rates will vary by location. State and local taxes apply. View current rates for your city. Questions? Call Zipcar 866.4ZIPCAR ( ) 8

9 managing your account my stuff my reservations For a detailed view of past and upcoming reservations, click on my reservations. Your employees will be able to manage their own reservations here.to provide reliable service to all of our members, we take lateness very seriously. Whether it s a few minutes or half an hour, late is late, because it inconveniences the next member. Review our late returns policy here or read up on all of Zipcar s 6 simple rules on page 11. Encourage employees to sign up for text alerts in my stuff me to help them return on time. Timely returns are super valuable in car sharing. That s why we have a $50 late fee. Remind employees to allow enough time in a reservation for traffic, and to call if they absolutely must be late. Read more about our late fee policy Questions? Call Zipcar 866.4ZIPCAR ( ) 9

10 getting your employees behind the wheel making reservations Once they re approved for membership, your employees can plan their own trips quickly and easily online, on a smartphone, or on the Zipcar App for the iphone 24 hours a day. Zipcar s are available for an hour, all day or overnight. Review your city s rate plan for details on pricing. Once you or an employee makes a reservation, they will be able to lock and unlock the car by scanning their Zipcard on the windshield. Then they hop in, and drive. That s it! Just make sure they know to return the car to the same parking spot at the end of the reservation. If the driver is on multiple accounts, they will see a drop down menu to choose from as well as the business account, they will see a drop-down menu to choose from. Admins can be drivers, too! Set up your own account and get yourself behind the wheel. See page 12 for more details. Questions? Call Zipcar 866.4ZIPCAR ( ) 10

11 getting your employees behind the wheel the 6 simple rules Zipcar works because we all work together. And while using Zipcar is fun and easy, there are a few rules to keep in mind. Things like keeping the cars free of trash, not smoking, and returning on time are key. Not following the rules can lead to costly fines, so please be sure to educate your employees about how to zip responsibly. This fun video is a good start. You can also send your employees a link to the six simple rules page. Questions? Call Zipcar 866.4ZIPCAR ( ) 11

12 Zipcar FAQ got questions? we ve got answers. Hopefully this guide helped you understand your role as an Admin of a Zipcar for Business account. But just in case, we ve compiled some of the most frequently asked questions and their answers below to help get you started. 1) Can my employees use Zipcar when they travel? Sure! Zipcar memberships are universal. Without any special approval or steps, your employees can make reservations in any of the cities we operate simply by selecting that city from the reservation drop down menu. Each city has its own set of rates, but most of the major cities where Zipcar operates have discounted, weekday business rates. A driver on a Zipcar for Business account will automatically get the business rate where applicable when reserving in any of our US and international cities. 2) I m a Zipcar account Admin, how do I get behind the wheel myself? It s easy! Just apply with the same link you sent your employees. You ll be asked to fill out some information about yourself, and provide your drivers license number and billing info. We ll run a few things on our end, then let you know once you re good to go. 3) Can I drive on the same day that I join? Plan to start driving in about 3 to 7 days. That s the typical time from when you apply to when you receive your Zipcard in the mail. If you want to drive right away, you can visit a local Zipcar office to pickup your Zipcard. That way, you can get behind the wheel as soon as your application is approved. Most are approved within a few hours, but depending on where you re licensed (in US/ Canada or other countries), it may take longer. 4) What type of cars do you have? With over 30 models to choose from, there s a Zipcar for your every whim. Cruise around in a MINI, haul stuff in a pickup, visit clients in a BMW or be extra eco-savvy in a Prius hybrid. Our auto show spies (okay, our fleet guys but spies sounds way cooler) are ahead of the trends for urban-friendly vehicles. In fact, we re piloting a plug-in hybrid electric vehicle (PHEV) program in San Francisco. Yes, one Zipcard gives you access to so many possibilities! Please note that models vary by city, Z4B discounted weekday rates apply on most vehicle types. View Zipcars in your city. Questions? Call Zipcar 866.4ZIPCAR ( ) 12

13 5) Where can I find more information on how Zipcar works? The Help Menu in the upper right of the zipcar.com home screen has links to many useful resources for you and your team. There s a section called Zipcar 101 that helps new Zipcar members learn the ropes. (It s also a handy reminder for existing members.) The helpful info in Zipcar 101 can also be found in the Zipcar Co-Pilot, a handy reference guide found in the glove box of each of our vehicles. 6) What if my employee is already a Zipcar member? Easy! And you can do it all online. Have your employee log in with their user name and password, then go to my stuff me. Under my info they can click on join another account. Then they just need to search for your company name and hit join. As the Admin, you ll receive an automated with a link to approve the member. Or, if you prefer, you can call That s all, folks. If you still have questions, just call 866.4ZIPCAR ( ). Happy Zipping! Questions? Call Zipcar 866.4ZIPCAR ( ) 13