smappee Charging Station for Electric Vehicles User Manual

smappee Charging Station for Electric Vehicles

Accuracy statement
The specifications and other information shown in this document were checked for accuracy and completeness at the time of publication. Continuous product improvement means this information is subject to change at any time without notice. Please refer to our online documentation for the most recent information: www.smappee.com/nl/downloads/

Introduction

Thank you for purchasing a Smappee charging station for electric vehicles — the smartest charging solution around.

This user manual explains how to activate and set up the various Smappee Services on Smappee charging stations.

Please read this manual carefully to ensure that the settings are secure and correct. If you prefer a more visual way of learning, we definitely recommend the Smappee Academy. Once set up as a user, you get access to technical and how-to videos. The videos relating to this manual can be found here.

Support
Please contact your service partner if there are any questions.

To speed things up, please have the following information to hand: product code and serial number.

These can be found on the rating label on the charging station.

If your local dealer cannot help, or if you wish to make a suggestion, please contact Smappee at: info@smappeeservices.com.

Smappee Services
Evolis 104
8530 Harelbeke
Belgium

Smappee Services

Three distinct services are available as part of the Smappee ecosystem. These can be activated and set up separately by companies or private individuals.

Each service delivers a specific solution to a particular matter, and they can be combined together as required.

The three distinct services are:

1. Split billing
   This is where employers reimburse employees who charge at home. A simple agreement between employer, employee and Smappee Services suffices. Each month, Smappee Services invoices the employer for the relevant charging sessions and reimburses the employee accordingly.

2. Public charging cards (business).
   A Smappee Smart Charge card is activated for public chargers. This allows the user to use public charging stations. This is not limited to Smappee charging stations, but applies to any charging station where public charging is activated.

3. Public charging point operator.
   Someone who manages a public charging point is also sometimes called a CPO (Charge Point Operator). CPOs make one or more charging stations available for public charging. This means other users can, for a fee, use your charging stations to charge their car. This is a way to generate income from your charging stations or charging hub.

See below for a list of several real-world scenarios where Smappee services deliver the most appropriate solution.

Scenario| Split billing| Public charging cards (business)| Public charging cards (personal)| Public charging point operator
---|---|---|---|---
I am an employer and I want to reimburse my employees when they charge at home.| X| | |
I am an employer and I reimburse employees who charge while away on business.| | X| |
I would like to make the charging stations on my property available to others.| | | | X
I am a private individual and I want it to be easy to charge at different charging stations.| | | X|
I am self-employed and I want to be reimbursed properly when I charge at home.| X| | |
I am self-employed and I want to put the cost of charging the company car for business travel through the business.| | X| |
I have both a company car and my own car. I want to make sure that I pay for all private charging myself.| | | X|
My employer reimburses me when I charge in my own country, but I have to pay for private travel abroad myself.| | X
(own country)| X
(abroad)|

Register a business with Smappee Services

Using any of the Smappee Services requires an agreement between the owner/operator of the charging hub and Smappee Services.

A VAT or company registration number is required to set up an agreement with Smappee Services. No contract can be set up with Smappee Services without one of these.

The web portal will activate the contract with Smappee Services each time you access it, as well as split billing, public charge cards or Public charging point operator.

The contract with Smappee Services only needs to be set up once, of course. Once the contract has been set up, all other services can be activated and set up via the Smappee Dashboard. To set things up properly, you can create a user specifically for managing the contract.

Setting up the contract and activating split billing

| This step is only required where no other Smappee services have been activated yet. If you already use public charge cards or manage a public charging point, go to ‘Setting up split billing’ on page 14.
---|---

To set up your contract along with the split billing service, visit dashboard.smappee.net/register split-billing.
Use the set-up wizard to set up the contract.

1. The first screen asks for the company’s legal contract information. All fields are mandatory.
   

2. . In the second step, we register the person responsible for managing the contract. The person managing the services needs to be a user on the Smappee Dashboard. This can be a new or existing user. We strongly recommend you always create a user specifically for managing Smappee Services. We will refer to this user as the fleet manager throughout this document.
   

3. . In the next step you will see a brief summary of the information, and you have to agree to Smappee’s general terms and conditions.
   

4. Payments for Smappee Services are all made purely by direct debit or SEPA. On this last screen you authorise the direct debit mandate in favour of Smappee Services. You will also receive confirmation of this authorisation by email.
   

Setting up a contract and activating public charge cards

| This step is only required where no other Smappee services have been activated yet. If you already have split billing or manage a public charging point, go to
Setting up ‘
Setting up a contract and activating public charge cards’ on page 19.
---|---

To set up your contract along with managing a charging hub, visit dashboard.smappee.net/registercharging-host.

1. The first screen asks for the company’s legal contract information. All fields are mandatory.
   

2. In the second step, we register the person responsible for managing the contract. The person managing the services needs to be a user on the Smappee Dashboard. This can be a new or existing user. We strongly recommend you always create a user specifically for managing Smappee Services. We will refer to this user as the fleet manager throughout this document.
   

3. Payments for Smappee Services are all made purely by direct debit or SEPA. On this last screen you authorise the direct debit mandate in favour of Smappee Services. You will also receive confirmation of this authorisation by email.
   

Setting up a contract and activating manager of a public charging hub

| This step is only required where no other Smappee services have been activated yet. If you already have split billing or a public charge card, go to
Setting up ‘Setting up a public charging point manager’ on page 23.
---|---

To set up your contract along with managing a charging hub, visit dashboard.smappee.net/registercharging-host.

1. The first screen asks for the company’s legal contract information. All fields are mandatory.
   

2. In the second step, we register the person responsible for managing the contract. The person managing the services needs to be a user on the Smappee Dashboard. This can be a new or existing user. We strongly recommend you always create a user specifically for managing Smappee Services. We will refer to this user as the fleet manager throughout this document.
   

3. Payments for Smappee Services are all made purely by direct debit or SEPA. On this last screen you authorise the direct debit mandate in favour of Smappee Services. You will also receive confirmation of this authorisation by email.
   

Setting up split billing

Split billing can only be set up via the Smappee Dashboard (dashboard.smappee.net). To manage this contract, log in with the username created in section 3, Register a business with Smappee Services.

Checking if split billing has been activated

Once logged in, you can check whether split billing has been activated by going to the Charging services dashboard.
If a date is shown next to the line Smappee Split Billing agreement, along with Discontinue service, then the split billing service is active.

However, if the Activate button is displayed, this means this service has not yet been activated. You can activate it by clicking the Activate button.

There are two steps to setting up a split billing agreement:

1. Employer sets up the agreement. The reimbursement rate is entered together with the employee’s personal details.
2. The agreement is sent to the employee by email. The employee checks the details and adds more if/where necessary. The contract comes into effect once confirmed.

Contract set up by the employer

The first step is therefore the employer setting up the contract for the employee. The employer does this by taking the following steps for each employee.

1. Visit dashboard.smappee.net and log in using your fleet manager user profile.

2. Select the Split billing dashboard.

3. Click on the + Add agreement button to create a new agreement.
   

4. Fill in the required information. At present, the following information is required:

   • Reimbursement rate
     The reimbursement rate is agreed between employer and employee. Any amount can normally be entered here, but certain guidelines may apply depending on the region.

| The CREG (Commission for Electricity and Gas Regulation) rate card can be used in Belgium. This table, updated monthly, groups together several major factors in the electricity and natural gas markets, both wholesale and retail.
---|---

• Email address
• First name
• Last name

Currently, all other details are optional and can be filled in by the employee.

The contract is not yet active. The contract shows in the list as ‘Pending’. The contract only becomes active once completed by the employee. Depending on which details the employer has already entered, the employee will need information such as the charging station serial number, the RFID code for the card, employee bank account number, etc.

Employee fills in the agreement
Once the employer has set up the contract, notification will be sent to the employee by email.

Clicking on the link takes you to the form to complete setting up the contract. At this point, all fields need to be filled in. Information already entered by the employer is displayed and can be edited if necessary, except for the amount per kWh.

Some notes about the most important details:

• RFID token
  • This is the unique number for the (Smappee) charge card or key fob used for split billing.
  • For Smappee Smart Charge cards, this number can be found on the back just below the barcode.
    | This can be the same Smappee Smart Charge card used for public charging. One card can have different functions depending on the charging station being used. Using this card away from home is invoiced as public charging, but for a charging station at home as split billing.
    ---|---
• User
  • This is shared with the employee when a charging station is installed. It means the employee is able to see power consumption, solar generation, always-on usage and other data. If in doubt, employees can find the username in the Smappee App under Settings.
  • You have to log in here using this username. This allows access to the charging station serial number in the serial number list. Only charging stations shared with that user will be visible in this list.
• Paid to
  • This is the account number where payment for split billing is sent. In other words, this is the employee’s IBAN and BIC.

Once all the information has been entered, and after checking thoroughly, click on Confirm details. If everything has been entered correctly, you will see a message at the bottom saying the contract is active.

The employer will now see in the split billing list that the contract has been updated to Active status.

Setting up public charge cards

The point of public charge cards is that you can use the Smappee Smart Charge card at public charging stations. This includes Smappee charging stations and also charging stations from other brands operated by other companies.

Thanks to Smappee’s partnerships with various e-mobility providers, there is a global network covering hundreds of thousands of charging stations.

Travelling to Oslo on business, or on holiday on the Spanish coast? No problem, with the Smappee
Smart Charge card you can charge your battery at charging stations en route.

Use the Smappee app to see what charging stations are available; more specifically, tap the car icon at the top right. This makes it easy to search for charging stations nearby, en route or at your destination.

Public charge cards can only be set up via the Smappee Dashboard (dashboard.smappee.net). To manage this contract, log in with the username created in section 3, Register a business with Smappee Services.

Checking whether the public charge cards service is active

Once logged in, you can check whether the public charge cards service has been activated by going to the Charging services dashboard. If a date is shown next to the line Public charge cards (business), along with Discontinue service, then the Public charge cards (business) service is active.

However, if the Activate button is displayed, this means this service has not yet been activated. You can activate it by clicking the Activate button.

Public charge cards for employees

All that remains is to enter which Smappee Smart Charge card should be activated for public charging.

| This can be the same Smappee Smart Charge card used for split billing.
A Smappee Smart Charge card can be used with split billing both for charging at home and as a public charge card for charging away from home at a Smappee or other charging station.
---|---

Employers should take the following steps to activate a charge card for public charging.

1. Visit dashboard.smappee.net and log in using your fleet manager username.

2. Select the Public charging dashboard.

3. Click on the + Add charge card button
   

4. Fill in the information required on the screen.
   Important note about the Connect to user option. By linking the public charge card to a user, not only can the employer view charging data, but the employee can also view consumption and charging data via the Smappee App and Smappee Dashboard.
   A user may still have to be created at this stage, but the user with whom the charging station was shared or with whom split billing was set up can usually be used again. The employer can only see charging data associated with this charge card. The employer cannot see any other charging data (own car, for example) or home consumption data.
   

5. Click on Save to save the information and activate the card.
   Employers can also order extra Smappee Smart Charge cards via the Smappee Dashboard. Simply click on the Request Smappee cards button and enter how many additional cards to order. Our Sales Operations team will do the rest and deliver the cards as quickly as possible. There will be no confirmation email for this order.
   

Optional: public charge cards for private use

Finally in this section, a side note. We have assumed so far that the employer pays the costs for using public chargers. Depending on the vehicle policy in operation, the employer might not cover the cost of all charging, or the employee might also have their own electric vehicle.

Naturally, the company charge card cannot be used for this type of charging. However, the employee can perfectly well link a different Smappee Smart Charge card to a personal account. Charging with this charge card will be invoiced not to the employer, but to your own account. Personal public charge cards can only be activated via the Smappee App, so this must be done by the employee direct.

The employee does this by selecting the icon with the car at the top right, then Activate or request a card in the next screen. By following the steps in the app, the card will be activated for public charging. If the employee does not have their own card, one can be requested via the Smappee App.

Setting up a public charging point manager

The point of CPO Services or public charging point managers is to ensure that people driving electric vehicles can use your charging stations for a fee. This means your charging stations can generate income.

The charging stations must be linked to a management system for this to happen. In this manual we assume that the Smappee management system is being used, even though it is perfectly possible to connect the Smappee charging station with another supplier.

Public charge point manager can only be set up via the Smappee Dashboard (dashboard.smappee.net). To manage this contract, log in with the username created in section 3, Register a business with Smappee Services.

Check whether the public charging point manager service is active
Once logged in, you can check whether the public charging point manager service has been activated by going to the Charging services dashboard. If a date is shown next to the line Public charging point operator, along with Discontinue service, then the public charging point operator service is active.

However, if the Activate button is displayed, this means this service has not yet been activated. You can activate it by clicking the Activate button.

Adjusting charging station/charging hub settings
A few settings need to be configured before the charging station is available for public charging.

Setting up a CPO
The first setting to check is whether the charging station is linked to yourself/your company as CPO. Unfortunately, this is not something you can do yourself. You need support from Smappee Services for this.

Email info@smappeeservices.com asking to set up the CPO. Provide the serial number and/or location identifier for each charging station.

Please note, you or your company will be set as the CPO for each charging station you indicate.

Setting address details
Once your company has been designated as a CPO, it will be displayed in the fleet manager’s dashboard. Select Charging squares for CPO from the Chargers board.

To make it easy for customers to find a charging station, you need to set the address details.

Select the charging station you want to set the address for from the Chargers board. Scroll to Charger configuration and the General tab.

Under Postal address settings, click the pencil icon and enter the required address details. Please note, these address details will be displayed on the Smappee App and other apps which enable searching for public charging stations.

If the charging station is located on a certain floor level, you can also specify this via using the Floor setting.
This might be useful, for example, in a multi-storey car park.
As always, the point is to be as customer-oriented as possible so that potential customers know where to find your charging station.

Devising a pricing policy for a charging station/charging hub

If your charging hub is public, it is important to ask the right price for charging services. Too expensive, and drivers will not use your charging hub, but too cheap and the charging hub could run at a loss.

With energy prices constantly fluctuating, it is also important to check your rates regularly and adjust where necessary.

| The CREG (Commission for Electricity and Gas Regulation) rate card can be used in Belgium. This table, updated monthly, groups together several major factors in the electricity and natural gas markets, both wholesale and retail.
---|---

So it needs to be easy for you to set and adjust prices for one or more charging stations.

By devising a pricing policy, you ensure that rates are allocated clearly and unambiguously across the entire charging hub or to certain charging stations.

Besides the rates, it’s also possible to offer discounts for certain groups.

To help explain pricing policies, we have developed a video available from the Smappee Academy. So we recommend setting up as a user with the Smappee Academy and then watching the video in the appropriate language. The videos can be found here in three different languages. From among these resources, it is best to watch the module Use pricing policies for your charging squares.

Advertising your public charging hub

There are various ways to attract customers to your charging hub. We have set out below a brief overview of the most popular platforms and how to get started with each.

• You can add your public charging stations yourself on Chargemap and Google Maps.
  An article with full instructions can be found here.

• You can access most other apps via our system. However, this is not instant and depends on the app. So allow a little time for your charging stations to be displayed, especially if they have only recently been activated.

  • Here is an example with DATS24.
    

• Another thing worth trying is “Google my Business account”.

  • Google offers comprehensive guidance on how to set up and manage a Business account. This guidance can be found here.
  • Be careful to use the right identifier: “Smappee Smart Chargers — address”
  • Example showing the Smappee office in Harelbeke.
    

• Finally, you can pay to advertise your charging hub on Facebook or Google.

  • Local Facebook ads
  • Local Google ads

References

• Smappee dashboard
• Smappee dashboard
• Smappee dashboard
• Downloads - Smappee
• Smappee dashboard
• Smappee dashboard
• Smappee dashboard
• Smappee dashboard
• N.V. DATS 24 S.A.
• Odoo All Courses | Professionals
• Market functioning and monitoring : suppliers, products and prices on the electricity and natural gas retail markets in Belgium | CREG: Commission for Electricity and Gas Regulation
• Boordtabel | CREG : Commissie voor de Regulering van de Elektriciteit en het Gas
• Odoo Courses Homepage | Professionals

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