Fuji Doctor Village Ride Matching — User Manual

Website address (URL)
https://fdv-carpool.shimpinomori.net

What this manual is for
This guide is written so that anyone can follow it step by step—from signing up to arranging a ride—even if you are not used to computers or smartphones.
You can switch the screen language between Japanese and English (use Language at the top of the page).

Important information
- This service is volunteer rides between village residents. It is completely free—not a taxi, and no money is charged. - Only approved residents who live in the village can see information on this site.

Table of Contents

Part 1 — For all users

1. What you can do on this site
2. Opening the site (smartphone and computer)
3. About email (please read this)
4. First-time users: from sign-up to getting started
5. Logging in
6. How the screen is laid out (menus)
7. Setting up your profile (your information)
8. If you are offering a ride (driver)
9. If you need a ride (passenger)
10. How matching (bookings) works
11. How to read the booking list
12. Approve, cancel, and mark a ride as complete
13. Leaving feedback and comments
14. Sorting lists by date
15. When you need help

Part 2 — For staff

A. Staff roles B. Handling residents waiting for approval
C. Viewing, editing, and suspending residents
D. Managing comments
E. Staff-assisted registration

Part 1 — For all users

1. What you can do on this site

The basic flow (4 steps)

1. Sign up → confirm your email → wait for staff approval
2. When you have empty seats, register a trip offer
   
3. When you need a ride, register a ride request
   
4. When a match is made, call each other to agree on where and when to meet

If smartphones or computers are difficult for you
The home page says: “Please call the management office. Staff can register for you.” Please call for help.

2. Opening the site (smartphone and computer)

From a computer

1. Open an internet browser (Chrome, Edge, Safari, or similar).
   
2. In the address bar at the top, type this and press Enter:
   https://fdv-carpool.shimpinomori.net
   
3. If the home page appears, you are done.

From a smartphone

1. Use your camera or a QR code reader app to scan the QR code distributed in the village.
   (There is also a QR code on the home page to open the site.)
   
2. Tap the link that appears and open it in your browser.
   
3. If you use the site often, scroll to the bottom of the page and tap Add to home screen — it is directly below the User manual link in the footer.
   • Android (Chrome) — follow the Install app prompt when it appears.
     
   • iPhone (Safari) — follow the short instructions shown after you tap: Share, then Add to Home Screen.
     
4. An icon is added to your home screen; you can open the site with one tap, without the browser address bar (like an app).
   The icon label follows your Language choice (Japanese / English) at the top of the page.
   If you already added the shortcut and want the new label, remove the old icon first, then tap Add to home screen again.

3. About email (please read this)

Messages about sign-up and bookings are sent to the email address you registered.

Please check your spam or junk folder

Emails like the ones below often go to a folder called “Spam,” “Junk,” “Promotions,” or similar—not your normal inbox.

• Email to confirm your registration
  
• Email with a link to log in
  
• Email to reset your password
  
• Notices about ride requests, trip offers, and booking approvals
  
• A reminder to record ride completion after a confirmed booking (sent about 2 hours after the scheduled time if you have not marked it complete yet)

If you think an email has not arrived, open your spam or junk folder first.
If you find the message there, mark it as “not spam” so future messages are more likely to reach your inbox.

If you want to stop booking notification emails

On your profile screen, you can uncheck “Receive email notifications about bookings.”
If you turn this off, check the site yourself after logging in for new requests and booking updates.
Emails for login links and password reset are still sent when you ask for them.

4. First-time users: from sign-up to getting started

Step 1 — New registration

1. Tap “Sign up” at the top right of the screen or in the menu.
   
2. Enter your email address and password.
   • Your password must be at least 12 characters and include uppercase letters, lowercase letters, numbers, and symbols.
     
3. Tap “Register.”
   
4. You will see a message that your registration was received.

Step 2 — Confirm your email address

1. Open the inbox of the email address you used to register.
   
2. Look for a message with a subject like 【Ride】Confirm your email address.
   • If you cannot find it, check your spam or junk folder.
     
3. Click the link inside the email.
   
4. You will see a message that your email address was confirmed.

Step 3 — Wait for staff approval

After you confirm your email, staff must approve your account before you can register trip offers or ride requests.
While you see “Please wait for staff approval,” please wait a little longer.

When approval is complete, you can use trip offers, ride requests, and bookings after you log in.

5. Logging in

1. Tap “Log in.”
   
2. Enter the email address and password you registered with.
   
3. Tap “Log in.”

If you forgot your password

1. On the login screen, tap “Forgot password.”
   
2. Enter your registered email address and tap send link.
   
3. Use the link in the email to log in or set a new password.
   • Check your spam or junk folder here too.
     
4. The link expires after 1 hour. If it has expired, request a new one.

You can also tap “Send login link” from your profile screen if you do not know your password.

6. How the screen is laid out (menus)

After you log in, the main menu appears under the green title bar at the top of every page (same style as the village FDV Community site).
On a phone, the same menu is also available as a bar at the bottom of the screen, so you can reach it with your thumb.

At the top of the screen you can also switch Language (Japanese / English) and Display mode (light / dark).

Forms (sign-up, trip offers, ride requests, profile, and similar) put each field in its own card, so the steps are easier to see and fill in.

The full important legal notice (volunteer rides only, free of charge) is shown near the bottom of each page, just above the footer—so it does not block the main content when you open a screen.

7. Setting up your profile (your information)

Open the Profile menu, fill in the items below, and tap “Save.”

From the profile screen you also have short links to your trip offers, ride requests, bookings, and feedback waiting to be written.

8. If you are offering a ride (driver)

8-1 — Register a new trip offer

1. Open Trip offers → “＋ Register trip offer” (or the same button from Home).
   
2. Enter the following:
   • Departure date and time … Tap the date field to open a calendar; tap the time field to choose a time. Dates appear in a form like 2026-07-09 (year-month-day).
     
   • Direction (Kawaguchiko / Village / Other) and destination
     
   • Residence number, departure point (map pin)
     
   • Number of empty seats, notes (optional)
     
3. Tap “Register.”

8-2 — Edit or withdraw your trip offer

1. Go to Profile → My trip offers, or open your offer from the list.
   
2. Use Edit to change details, or Withdraw to remove it from the list (the record is kept).

If a trip offer is still open and nobody has confirmed a booking more than about 2 hours after the scheduled departure time, it is automatically marked Expired. The record stays for reference, but new matching is no longer possible.

8-3 — Offer a ride in response to someone’s ride request

When you see someone’s ride request and you can drive them:

1. Open the request from the Ride requests list.
   
2. Tap the green “Offer a ride” button.
   
3. A trip offer is filled in automatically from the passenger’s request. Check and adjust the date, time, destination, and so on, then tap “Offer ride.”
   • If you already have a matching trip offer, you can also choose it at the bottom of the screen.
     
4. When the passenger approves, it becomes a booking (a match).

9. If you need a ride (passenger)

9-1 — Register a new ride request

1. Open Ride requests → “＋ Register ride request.”
   
2. Enter preferred date and time, direction and destination, number of passengers, pickup location (map and residence number), and notes.
   
3. Tap “Register.”

9-2 — Request to join someone’s trip offer

When someone’s trip offer looks like a good fit:

1. Open the offer from the Trip offers list.
   
2. Tap “Request ride on this trip” (green button).
   
3. Check the pickup location on the map and tap “Apply.”
   
4. When the driver approves, it becomes a match.

9-3 — Edit or withdraw your ride request

From Profile → My requests, you can edit or withdraw your request.

Ride requests that are still open with no confirmed booking more than about 2 hours after the requested time are automatically marked Expired (same rule as trip offers).

On the detail screen for a request you registered, you may also see matching trip offers (same day, within about 2 hours before or after, same direction).

10. How matching (bookings) works

There are two ways a match can start.

Why approval is needed
So you can talk on the phone about the time and meeting place, and both people agree before it is final.

After approval, each person sees the other’s name and phone number (email may be hidden depending on settings).
Please call each other to decide exactly where to meet.

You may also receive notification emails (check your spam or junk folder).
The language of emails follows each person’s profile setting (Japanese or English).

11. How to read the booking list

Open the Bookings menu to see:

• Waiting for your approval (orange or blue border) … items you need to approve
  
• Other bookings … confirmed, completed, cancelled, and so on

Each card shows the trip date and time and destination. Tap a card to open details.

On the detail screen you can see date and time, destination, driver and passenger names, status, the other person’s contact details, and a meeting-place map (if set).

12. Approve, cancel, and mark a ride as complete

Approve (accept someone’s application or offer)

1. Open an item under Waiting for your approval in the Bookings menu.
   
2. After talking on the phone, enter a meeting place on the map and notes if needed.
   
3. Tap “Approve.”

If nobody approves in time (automatic expiry)

The site cleans up stale items so old offers do not look active forever:

• Trip offers and ride requests that are still open with no confirmed booking are automatically marked Expired about 2 hours after the scheduled departure or requested time. Records are kept, but matching is no longer possible.
• Bookings waiting for approval that were never confirmed are automatically cancelled at the same point (about 2 hours after the scheduled departure time).

Please approve or cancel before that window if you are still negotiating.

After the ride actually happens

1. Open the booking details (when the status is “Approved”).
   
2. Tap “Record ride as complete.”
   • This is separate from “Approve.” Only tap it after the ride has really finished.

Reminder email: About 2 hours after the scheduled departure time, if neither person has recorded completion yet, both driver and passenger receive an email reminder (unless booking notifications are turned off in profile). It asks you to open the booking, tap “Record ride as complete,” and leave feedback if you wish. Check your spam or junk folder if you do not see it.

Automatic completion: If still not recorded after about 12 hours, the booking is automatically marked complete so feedback can be left. You can always press “Record ride as complete” yourself as soon as the ride has finished—you do not need to wait for the email or the automatic step.

Cancel

Before or after approval, you can cancel from the booking details by writing a reason for cancellation.

13. Leaving feedback and comments

After a ride is done, you can leave a short comment for the other person (optional).

About 2 hours after the scheduled departure time, a confirmed booking usually becomes eligible for feedback—even if you have not yet tapped “Record ride as complete.” After about 12 hours, the system marks the booking complete automatically if you have not already done so.

1. Go to Profile → Feedback and comments waiting, or tap “Write feedback / comment” on the booking details.
   
2. Type your message and send it.
   
3. You can write only once per person per booking.

Other residents’ comments appear as past feedback on trip offers, ride requests, and bookings (helpful for reference).

14. Sorting lists by date

On these lists you can switch between “Date: earliest first” and “Date: latest first”:

• Trip offers (all and your own)
  
• Ride requests (all and your own)
  
• Bookings
  
• Feedback history

Tap “Earliest first” or “Latest first” at the top of the list.
Your chosen order stays the same when you move to the next page.

15. When you need help

Part 2 — For staff

This section is for people with staff rights.
You can do the following only if you see the “Staff” menu in the top menu (and on phones, also in the bottom bar).

A. Staff roles

Regular residents manage only their own trip offers, ride requests, and bookings.
The list of residents waiting for approval is handled on the staff dashboard.

B. Handling residents waiting for approval

1. Open Staff → staff dashboard (top page).
2. The dashboard is split into separate cards so each list is easy to see:
   • Pending approval
     
   • Rejected
     
   • Recent profile changes (audit log, with page navigation)
     
3. In Pending approval, if everything is fine, tap “Approve” → the resident can use ride features after logging in.
   
4. If you cannot accept the registration, tap “Reject” and record a reason.

From the Rejected card you can later choose “Re-approve.”

C. Viewing, editing, and suspending residents

1. Open Staff → Resident list.
   
2. Select a name and open details.
   
3. From Edit, you can change name, phone, residence, map, and staff notes.
4. If needed, suspend or re-enable use of the site.
   
5. A resident’s feedback history is available from their detail page (staff view).

Granting or revoking staff status is done by the root account from a resident’s detail page (regular staff cannot change this).

The root account is protected and cannot be edited, suspended, or rejected.

D. Managing comments

1. Open Staff → Comment management.
   
2. Each line shows who wrote the comment and who it is about (author → subject).
   
3. If feedback is inappropriate, enter a reason and mark it hidden.
   
4. If needed, use Suspend user — this applies to the author of the comment (the person who wrote it), not the subject. The root account never gets a suspend control and cannot be suspended.

The comment list can also be sorted earliest first / latest first by date and time.

E. Staff-assisted registration

For residents who cannot use a smartphone or email, staff can create an account for them.

1. Log in with staff rights.
   
2. Open Register resident (staff screen).
   
3. Enter name, email, phone, and other details and save.
   • With this method, normal email confirmation and approval wait can be skipped, and the account can be made active right away (follow the village’s operating policy).

After registration, tell the resident how to get a login link or set a password—by phone, in person, or on paper.

Staff checklist (daily or as needed)

• Check for residents waiting for approval; approve or reject them
  
• Review any inappropriate comments that were reported
  
• If someone asks for phone help, do staff registration or walk them through the steps
  
• Remind residents to check their spam or junk folder for emails

Contact and provider

This site is provided by Shimpinomori.NET. For technical problems or operating policy, contact the village management office or staff.

Version: 1.1 (July 2026) URL: https://fdv-carpool.shimpinomori.net

English UI: Switch Language to English at the top of any page. Email notifications use each person’s saved language preference.