Car pool
Nobody stands in the yard
arguing over the van.
The fleet is a register — brand, plate, fuel, rental terms — and every vehicle is either assigned to one person or bookable from the pool. A booking is requested, approved and on the calendar, and two people cannot hold the same vehicle at the same hour.
A vehicle is either someone's, or the pool's.
An exclusive assignment says whose it is; everything else can be booked. The register carries the plate, the fuel and the rental contract's terms, so which van is the leased one has an answer that is not somebody's memory.
The register: assigned vehicles and pool vehicles, with plate and rental terms.
A booking is asked for and approved.
The person asks for a vehicle and a period; whoever approves sees the requests together and settles several in one go. Approving your own request is refused, and a busy vehicle cannot be double-booked — the overlap is blocked as it is made.
The approval queue, with bulk approval and the overlap refused.
Availability is a search, from the same screen.
Availability search answers what is free on Thursday directly, and the occupancy view shows the fleet's week at a glance. The person on the road sees their own bookings and requests the next one from the same place.
Availability for a period: the free vehicles, bookable in place.
The personal car stays in expenses, where it belongs.
Kilometre reimbursement on an employee's own registered vehicle is the expenses module's job and stays there. Car pool is the company's own fleet.
Company fleet on one side, personal-vehicle reimbursements on the other.
Everything it does
- Vehicle bookingPick a free vehicle and period, submit the request and track its status to approval, with no overlaps.
- Booking approvalA queue of pending requests, single or bulk decisions with a reason, and no self-approval allowed.
- Fleet availabilityA fleet timeline with bookings and assignments, plus busy periods per vehicle without naming who booked.
- Exclusive vehicle assignmentA vehicle can be assigned exclusively to one employee for a period, outside the shared pool.
- Long-term rentalProvider, fee, included km and deductibles on the vehicle; retired ones keep their history in the registry.
Questions we actually get asked.
- Does it track fuel and maintenance?
- No. It is the register and the bookings — who has which vehicle and when it comes back. Fuel cards, service history and telematics are not in it, and this page will not pretend otherwise.
- Can a manager approve their own booking?
- No — self-approval is blocked, the same rule the platform applies to expenses. Approval is its own permission, and bulk approval settles a morning's requests at once.
- Who sees the fleet?
- Whoever holds the car pool permissions: viewing is one, administering another, approving a third. The person booking sees availability and their own bookings; the contract terms stay in the registry.
Works with
- Document controlCompany documents with a structured code, a revision history, and a named person on each approval step.
- Corporate documentsDURC, certifications, policies and filings, each with its expiry and a reminder that arrives before it.
- CredentialsCompany passwords in shared lists, encrypted in a dedicated vault, with every reveal on the security log.
Tell us how you work today.
There is nothing to prepare. Half an hour on how your company runs — who tracks the hours, how an invoice comes together, when you find out whether a commessa made money — and we tell you which modules would fix it and what a quote looks like.