tesco bank click2park - user guide - visitor express ... · tesco bank click2park - user guide ......

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Tesco Bank Click2Park - User Guide Table of Contents

1.0 Overview of Car Share, Blue Badge Permits & HotSpaces

1.1 Registering with Click2Park 1.2 Logging On to Click2Park

2.1 Space Types

2.2 Map View 2.3 Free Spaces 2.4 Offer My Car Share or Blue Badge Space 2.4.1 Offer Periods 2.4.2 Repeat Daily Offers 2.4.3 Offer History 2.5 My Bookings

2.6 My Details

3.1 Searching for Available Spaces

3.2 Booking a HotSpace 3.2.1 Booking a HotSpace for Yourself

3.2.2 Viewing, Emailing & Printing a HotSpace Permit 3.3 Car Share & Blue Badge Permits 3.3.1 Viewing, Emailing & Printing Car Share and Blue Badge Permits

If you need to Release your Car Share or Blue Badge space or Book a HotSpace while you are not near a PC, you can now use your internet-enabled mobile phone, smartphone or tablet to access Click2Park Mobile by typing https://www.click2park.co.uk/TescoBank/ into your phone’s browser address bar: Click2Park Mobile supports iOS, Android, Blackberry & Windows devices.

Please refer to the separate Click2Park Mobile User Guide for further instructions… You need to be already registered as a Click2Park user before you can use Click2Park Mobile. Section 1.2 of this user guide tells you how to do this.

1. Introduction

2. Getting to Know Click2Park

3. Quick Guide to Permits & HotSpaces

Click2Park Mobile

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Tesco Bank Click2Park - User Guide

Click2Park helps Tesco Bank manage and maximise car parking facilities, enabling colleagues to:

- Manage Car Share & Blue Badge Parking Permits

- Release Car Share & Blue Badge Permit Spaces for others to use whenever not required by the

permit holder;

- Book HotSpaces - ad-hoc parking within specific time slots at Tesco Bank Car Park.

Car Share & Blue Badge Permits If you are offered a Car Share or Blue Badge Permit, you will have permission to park in a specific parking space for a set number of hours (usually 07:00 – 19:00) on set days of the week. Releasing Your Space The Tesco Bank Click2Park Terms of Usage requires all Permit Holders to release your space for others to book it whenever it is not being used – e.g. when on holiday or working off-site etc. Please see section 2.4 Offer My Space for further details of how to Release your space. HotSpace Bookings If you are not allocated a Car Share or Blue Badge permit, you will automatically be given a ‘HotSpace Allocation’ – a set number of hours per year within which you can use to book spaces at EHQ. HotSpaces can be booked in 30 minute time slots from 30 minutes to a whole day (07:00 – 19:00) You can make a HotSpace Booking up to 10 working days in advance. Non-permit holders are given a HotSpace Allocation which is currently set at 700 hours per year. Once your HotSpace Allocation (parking hours) have been used up, you may not use parking facilities any longer until your HotSpace Allocation is renewed – this will take place in April each year. For details of how to book a HotSpace, please refer to sections 2.2 Map View and 2.3 Free Spaces.

1. Introduction

The Click2Park system is only available to permanent Tesco Bank

employees and is not accessible to contractors.

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Before you can begin using the Click2Park system, you will need to Register as a New User. You will need your Tesco Bank Email Address using the ‘@tescobank’ format, which will become your Log-In UserName and will receive any communications from the Click2Park system. - Go to https://www.click2park.co.uk/TescoBank/ - You will then need to complete the following steps to register:

Step 1: Enter Registration Information - Email Address: This must be your Tesco Bank email address and is restricted to email addresses

using the following domains: @tescobank.com and @UK.tesco.com - First Name & Last Name.

- Password: To comply with security, you need to choose a Password with a minimum of 8 characters,

using at least 1 Uppercase and 1 lowercase letter, at least 1 number and at least 1 special character (e.g. ! ? £ $, etc).

Step 2: Email Verification Once you have completed the initial registration, you will receive an email at the address you specified. This email contains a verification link back to the log in page and, once you click it, the system will ‘Activate’ your account and allow you to Log In. Please Note: There may be a delay of around 24 hours before the verification email is sent to you and you should check your junk folder in case it ends up there. Step 3: Log In Once you have logged in using your email address and the password you have chosen, please visit the ‘My Details’ page to provide details of the registration numbers of up to 2 vehicles that you may use to come to work in. These details are required to verify that cars are parked in the correct spaces booked within the system or within the correct car share or blue badge space allocated by permits.

Changing Passwords You can change your password at any time within the “My Details” page (see section 2.6 My Details). However, Tesco Bank Security Policy requires that passwords will automatically expire and require changing every 90 days*. The next time you access Click2Park after your password has expired, you will be prompted to change your password via a Password Change email that is sent to your email address. Please Note that you will not be able to use the same password used in the previous 90 days. Forgotten Password? If you ever forget your password, click the ‘Forgotten Password?’ link on the Log In page. A pop-up window* will ask you to enter your Email Address and the system will then send you an email to enable you to change your password. Please follow the directions in this email.

1.1 Registering with Click2Park

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Once registered, you can log-in to the system using your Email Address and Password. On logging in, you will see a Map View (see section 2.2 Map View) of your car park.

At the right hand side of the screen, you will also see a blue dialogue box providing tips and hints for using the system - this box will be visible on every page a user visits and contains information relevant to the page they are on. Additionally, each Site Map page shows a table displaying the availability of spaces in each car park at that Site for both ‘Today’ and ‘Tomorrow’. The information within this table is updated automatically by the system at regular intervals throughout the day. You will be automatically logged out of the system within 5 minutes of inactivity or if you have been logged in for 15 minutes.

1.2 Log In to Click2Park

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When searching the Map for spaces that are available within the Times and Date you have selected, the following will indicate availability of a space:

Partially Free: Space is available for some of the date and times you have specified. Fully Occupied: Space is not available for the date and times you have specified.

If a Space is a different colour, then it should be available to Book if you have permission to do so, as defined below.

The following colours of spaces on the map relate to the specific ‘SpaceTypes’.

Blue Badge Spaces: Can only be booked by Blue Badge holders and HigherAdmin users.

Hotspace: Can be booked by any User

Restricted: Only Bookable by HigherAdmin.

Car Share: Can only be booked by users defined as Car Sharers or HigherAdmin.

Visitor: Reserved for External Visitors and only bookable by HigherAdmin users.

Getting To Know Click2Park

2.1 SpaceTypes

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The Map View offers graphical views of Sites and car parks, allowing you to search for Free - and Partially Free - spaces visually at the Car Park you have selected, on the day you have selected, within the times you have selected.

By default, Click2Park displays a map of your Home Site and any spaces available from the actual time you are making your search (from the nearest next half-hour) to 19:00 that same day. Spaces that are unavailable / already booked are shown as blacked out or have a black background around the space’s numbering. Spaces that are Partially Free (free for part of the time you have selected) have a light green background. You can hover over any available space to view a space’s number and its availability. If a space is available, you will be able to book it if you have the relevant permissions (see 2.1 Space Types). You can check for available spaces within a different time or date range using the drop-down date & time select fields at the top of the car park map. If you cannot find any remaining available spaces in a specific car park, there are none currently available to book, so please try another time or date.

2.2 Map View

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When you find and click on an available space, you will be taken to the New Reservation page (see next page) where you will be able to enter the details of your required HotSpace Booking. You will need to confirm the booking details, such as the Booking’s Date, Start & End times. Finally, you will need to duplicate the random characters within the CAPTCHA security mechanism at the bottom of the form before submitting your booking – as displayed on the following page.

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The Free Spaces page displays a list view of all Free - and Partially Free - spaces at the Car Park you have selected, on the day you have selected, within the times you have selected. You can search for Free Spaces to make a HotSpace Booking up to 10 working days in advance by using the drop-down date & time selectors. By default, Free Spaces are initially listed in alphabetical order and then by space number. You can toggle most of the columns to re-arrange the data (e.g. toggle the From column to see the first Free Spaces available within those times).

If no spaces are available, you will need to adjust the time and date filters to find an available space. Click the ‘Book’ link to book a Free Space that matches your requirements. You will be taken to the HotSpace Booking page (see 2.2 Map View on the previous page) where you will see your remaining HotSpace Allocation for that Site displayed in hours & days and will be able to enter and confirm the details of your HotSpace Booking, such as the Booking’s Date, Start & End times. Finally, you will need to complete the CAPTCHA security mechanism before submitting your booking.

2.3 Free Spaces

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If you have been allocated a Blue Badge or Car Share parking space, you should remember to use the ‘Offer My Space’ feature whenever you are not using it, thus allowing others the opportunity to make a booking. Tesco Bank Click2Park Car Parking Terms of Usage requires that you Release (or ‘Offer’) your Blue Badge or Car Share space whenever you are not using it. There are 2 methods of Releasing your Space to make it available for others to Book: Offer Period - Release your space for a specific period of time (eg. a day working away or a holiday period); Repeat Daily Offer - Release your space for recurring times that you do not need your space (e.g. in the event of working in another office for one day per week for several weeks). All bookings made on your space when you have released it are displayed in the 'Bookings on My Space' table in the Offer My Space pages. You will receive an email notifying you of any bookings made on your space while it is released. If you are absent from work due to illness or any other reason then please make a reasonable attempt to either release the space yourself (which you can do 24/7 from any PC, laptop, smartphone or android device) or ask someone to action this on your behalf. This could be done as part of the absence reporting procedure when notifying or updating your line manager on your absence or alternatively by contacting EHQ Reception who will ensure the space is released on your behalf (Tel 0131 203 5000 or email [email protected]).

2.4 Offer My Space

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When you release your space by creating a new ‘Offer Period, you are releasing it for a specific one-off period of time such as a meeting out of office, a day off or a holiday etc.

In the example above, the user is releasing their allocated Permit space by creating an Offer Period from 07:00 on Monday 27th March to 19:00 on Friday 27rd March 2017. As an example, this releases their Permit Space for the duration of their Annual Leave. Once you have Offered Your Space, you can edit & delete* future offers - but you cannot cancel or delete any Offer Period that has already started or finished. * Please Note, if you have released your space and your circumstances change but another user has already made a booking on your space, then their booking needs to be honoured and you will have to make alternative parking arrangements for the times and date of the booking.

2.4.1 Offer Periods

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Tesco Bank Click2Park - User Guide When you make Repeat Daily Offers, you are releasing your allocated space for regularly occurring times. – e.g. if you are working away for one day per week for several weeks. The Repeat Daily Offer screen shows you the current hours and days of your permit on the left and allows you to quickly and easily release your allocated space for a set period of time on a set day (or days) on the right.

In the example above, the user is releasing their space ‘Repeatedly’ on Fridays between 12pm and 7pm until 31st May 2017, perhaps because their working hours or office location has changed for those days. * Please Note that a Repeat Daily Offer will continue to release your space for the times and days you have selected until the date you have set it to stop. If your space has already been booked by another member of staff, you will not be able to use the space during their booking and you will have to make alternative parking arrangements.

2.4.2 Repeat Daily Offers

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Tesco Bank Click2Park - User Guide The Offer History page simply displays historical, current & future Offer Periods you have made on your space.

My Bookings shows the details of the Annual Permit you have been allocated (where applicable) and all the HotSpace bookings you have made. From here, you can edit or delete a booking by simply clicking on the link in the right hand column.

When deleting a booking, a pop-up box appears asking you to confirm you want the booking deleted. Please Note that you cannot Cancel a Booking on the same day as that Booking. If this is the case and you no longer need the space shortly before the booking starts, please contact Tesco Bank Click2Park Support by emailing them at: [email protected] or by contacting Reception at EHQ directly and they can cancel the booking for you. The Annual Permits tab simply provides a summary of a Permit that you may have been allocated.

2.5 My Bookings

2.4.3 Offer History

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Clicking on ‘My Details’ will display your User Details - as held in the Click2Park database. It is your own responsibility to keep your details, such as contact information and vehicle details, updated. You can view and edit the following account information in sub-pages within this section as displayed below:

- Personal Details,

- Car Details,

- Working Hours

- My Permit (if you have been allocated one),

- Change your Password.

Personal Details

You can edit your personal details when on this screen by clicking on Edit Personal Details. This will allow you to update your personal details yourself on Click2Park in the event that any of the following changes: your name, e-mail address, telephone number & main site.

2.6 My Details

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Tesco Bank Click2Park - User Guide Car Details

If you change your vehicle, you are required to amend these details in the ‘Car Details’ view. You can also add details of a 2nd vehicle you may use to travel to work. Car Registrations are required for security to verify your parking permission – so you need to keep them current and up-to-date. Please Note - Only your own personal car details should be entered. Under NO circumstances should you enter car details belonging to anyone else.

A Vehicle Registration can only be entered a maximum of twice in the system, e.g. where both partners may occasionally use each other’s car to commute to and from work. Working Hours

Displays your Working Hours. These are aligned with your Permit – e.g. The times of your Permit should match your Working Hours. If your Working Hours change, please update the Working Hours section of the ‘My Details’ page yourself and contact System Admin to let them know and allow them to update your Permit Times & Days.

My Permit

Displays confirmation of the details of your Annual Permit including Car Park, Space Number, Permit Type, Reservation Start & End times. Details are not editable and purely confirm Permit details.

Change Password

Enables you to update your Password at any time.

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You can search for available spaces to make HotSpace Bookings in one of two ways - via either the Map View or Free Space pages: Log In > Map View > Select Site/CarPark > Select Date/Time > Click on Empty Space > Book HotSpace Log In > Free Spaces > Select Site/CarPark > Select Date/Time > Identify Free Space > Book HotSpace

HotSpaces can only be booked for yourself and under no circumstances should you use your own hotspace allocation to make a booking for someone else. If you need to book a hotspace for a Visitor, please contact Tesco Bank Click2Park Support at [email protected] The list below provides a brief overview of the features and restrictions of HotSpace Bookings:

• Only non-permit holders are given an annual ‘HotSpace Allocation’ – a set number of hours per year to park in participating Tesco Bank Car Parks. Blue Badge or Car Share teams do not receive any HotSpace hours

• HotSpaces can be booked in 30 minute time slots from 30 minutes to a whole day (07:00 – 19:00)

• HotSpace Bookings can be made up to 10 working days in advance.

• You can make as many HotSpace bookings each day as your HotSpace allocation allows.

Please Note: If you try to make a booking that overlaps the times of another existing booking, the system will prevent this and display a Warning Message.

• To Cancel or Edit a HotSpace booking on the day the booking is for, please click on My Bookings -

View - Cancel Reservation Request. The system will generate an email to the central Click2Park Administrator who will then cancel or edit the booking as per your request. Please always add the reason why you are looking to cancel or edit the HotSpace booking.

• Once a User’s parking hours allocation has been used up at a Site, you may not use parking facilities

any longer on that site until the parking hours allocations are renewed, usually on an annual basis in April.

3 Quick Guide to Permits & HotSpaces

3.1 Searching for Available Spaces

3.2 Booking a HotSpace

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Tesco Bank Click2Park - User Guide When making a New Reservation / HotSpace Booking, the details of the booking will be pre-filled to the location, date & times you have already selected within either the Map View or Free Spaces pages. Your name should be selected by default. Your remaining HotSpace Allocation for the Site you are booking for will be displayed at the top of the page. If you do not have enough allocation to make the booking, a red warning message will inform you that you have “Insufficient HotSpace Quota”. Then type in the words / characters within the CAPTCHA security box and click on the Submit button.

Once you have successfully booked a HotSpace, you will be taken to the Booking Confirmation Page, which will let you perform one of the following actions:

- View your HotSpace Permit;

- Email your HotSpace Permit to yourself;

- Cancel your HotSpace Booking (Please Note - you cannot cancel a HotSpace Booking on the day of

that booking and are required to contact Click2Park Support – [email protected] )

There are 2 types of Annual Permits: Blue Badge Permits – A single employee is allocated a specific parking space within the blue badge zone on specific days within specific times. Car Share Permits – Two or more (up to 4) people are allocated a specific parking space on specific days within specific times based on the fact that they share a car to get to work. Both types of Permit contain the following information:

- Your designated Space Number; - The Car Registration numbers associated with the Permit; - A Barcode containing details of your Permit for security to verify your space occupancy; - Your Permit’s Expiry Date.

3.3 Annual Permits

3.2.2 Viewing, Emailing & Cancelling Hotspace Permits

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Tesco Bank Click2Park - User Guide The ‘My Bookings’ page allows you to view the details of your Permit within the system. Tesco Bank Car Parking Terms of Usage requires you to release your permit space (‘Offer My Space’) whenever you are not using it. Annual Permits allow a single employee to park in a specific parking space on specific days within specific times. You should check that your Annual Solo Permit is consistent with your daily hours of work to ensure that the use of your space is maximised when you do not need it. Tesco Bank Car Parking Terms of Usage requires you to release your allocated permit space (‘Offer My Space’) whenever you are not using it. To release your space when you do not need to use it, follow these steps: Log In > Offer My Space > Select Offer Period / Repeat Daily Offer > Select Date / Time > Submit Section 2.4 Offer My Space provides further details of how to do this. Annual Car Share Permits are allocated to two or more people (up to 4) that share a car to get to work. These Car Sharers are allocated a specific parking space on specific days within specific times. Tesco Bank Car Parking Terms of Usage requires you to release your allocated permit space (‘Offer My Space’) whenever you are not using it. Annual Shared Permits require ALL people that are included on the Permit to release the space before the space is available to book by other employees. If only one or two sharers release the space and the others do not, the space will remain fully booked and will not be available on Click2Park as a hotspace for other users. To release your space when you do not need to use it, follow these steps: Log In > Offer My Space > Select Offer Period / Repeat Daily Offer > Select Date / Time > Submit Section 2.4 Offer My Space provides further details of how to do this. Please note – anyone that is part of a Car Share team will not be allocated any HotSpace hours for making individual bookings, so consideration needs to be given on whether being part of a car share team or having a HotSpace allocation is the best option

3.3.1 Annual Blue Badge & Car Share Permits

3.3.2 Annual Car Share Permits

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Tesco Bank Click2Park - User Guide Permits are allocated by the Click2Park Administrator and distributed by email. The permit letter will also contain details of the current Tesco Bank Car Parking Terms of Usage. Your acceptance and use of the permit constitutes automatic acceptance of the conditions contained in Click2Park Policy. You can view the details of your Permit on either the ‘My Bookings’ or the ‘My Details > My Permit’ pages. You cannot view the Permit itself. You cannot email yourself a copy of your Permit. Permits no longer need to be printed and displayed on your dashboard. It is therefore essential that your car registration details are updated on your personal profile.

3.3.3 Viewing, Printing & emailing Permits

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