Clearooms Parking Misuse Reporting

Introduction

The Clearooms Parking Misuse feature is a dedicated tool designed to streamline workplace parking management. It enables employees to quickly report unauthorised vehicles that are occupying their reserved parking spaces directly through the Clearooms web portal or mobile app.

To simplify the reporting process, the system seamlessly integrates with DVLA records to automatically pull vehicle details from registration numbers and uploaded photos. For workspace administrators and reviewers, the tool provides a centralised dashboard to track violations, communicate with offenders, print physical notices, and enforce company parking policies through automated escalation ladders.

Enabling and Configuring Misuse Reporting

To allow users to report unauthorised vehicles occupying their reserved spaces, administrators must first enable and configure the feature.

Navigate to Settings > Parking Spaces > Misuse reporting 



Expand the settings panel to configure the system requirements.

Configure the following parameters:

• Enable misuse reporting: Select the applicable office(s).

• Reviewers & routing: Assign personnel responsible for managing submitted reports.
• Capture rules: Define what evidence users must provide (e.g., photo requirements).
• Retention & privacy: Manage data compliance. Image retention is currently set to approximately 12 months.
• Repeat-offender thresholds & escalation ladder: Establish automated consequences ranging from friendly reminders to permit suspension.
• Escalation notice templates: Customise the communication sent to offenders at various escalation stages.
  
  

Submitting a Misuse Report

When an employee arrives at their booked parking space and finds it occupied, they can submit a report directly through the Clearooms portal or mobile app.

The user clicks on their active parking booking and selects Report vehicle in this space:

The user fills out the generated reporting form:

• Vehicle Registration: When the registration plate is entered, the system integrates with DVLA records to automatically populate the vehicle's make and colour. (Note: The system can also auto-populate registration details directly from uploaded photos).

• Notes: Users can add optional context regarding the incident.
  
  
• Photographic Evidence: Users attach photos of the offending vehicle. Uploaded evidence photos are hosted internally by Clearooms and are never saved to the user's local device camera roll.
• The user submits the report, which automatically alerts the designated reviewers.

Reviewing and Managing Reports

Reviewers manage the queue of unauthorised parking instances through a dedicated dashboard.

Reviewers click on their profile icon in the top right corner and select Misuse Reports:

The Misuse Reports dashboard displays a comprehensive list of all submissions.

1. • Navigation: Utilise tabs (e.g., All open, New, Awaiting authorisation) to filter the queue.
   • Data Management: Use search boxes to find specific plates or users, and download reports as a CSV if necessary.
   • Overview: The list view highlights the vehicle, location, timestamp, reporter, prior offences, and current status.

Click on any individual report to open the detailed review panel:

Identifying Offenders and Communicating

Before logging an official offence, the reviewer must attempt to identify the driver and establish communication.

• Identify Offender: Click to identify the unauthorised driver. The reviewer can search and link an internal Clearooms user, or manually add an external user's details. Save the record once assigned.

• Offender Response: Use the internal communication tool to send an email to the identified driver. The driver can reply directly via email or through a provided secure link to explain the situation.

• Windscreen Notices: If the driver is unknown or uncontactable, reviewers can generate and print a physical windscreen notice to place on the unauthorised vehicle:

Finalising the Decision

Once evidence is reviewed and any communication is completed, the reviewer must resolve the ticket by selecting one of four actions:

• Confirm offence: Validates the report. A rationale is required (which is audit-logged under the reviewer's name), and an optional message can be sent to the reporter. Click Log offence to finalise.
• Dismiss: Closes the report with no punitive action. A dismissal reason is required, and the reporter is automatically notified that the case was closed.
• Request info: Keeps the report open and sends a message back to the reporter asking for further clarification or better photographic evidence.
• Merge duplicate: Closes the current report as a duplicate of an existing ticket. The reviewer must paste the ID of the original report. All evidence from the duplicate remains securely attached to the master record.

Managing Offender Records

Confirmed offences are permanently logged to track repeat offenders and enforce parking policies.

• Navigate to the Offender records tab to view a directory of all vehicles and users with confirmed parking violations.
  

• Click on a specific individual's record to view their detailed history. This view displays the user's current standing, their history of violations, and their current position on the automated escalation ladder.