Find a suitable pool vehicle
Choose a pool and booking window, then review the vehicles available for that trip.
Explore availabilityLet staff find an available vehicle, request a booking and complete the return details. Give your fleet team control over approvals, availability and shared keys.
Book a demoBook a demoBook a demoExplore the solutionA booking should tell the driver what they have reserved and give the fleet manager enough information to prepare for its return.
Choose a pool and booking window, then review the vehicles available for that trip.
Explore availabilityVAN-12 · Transit
Jordan M. · Overnight booking
Business trip · Depot visit
PLT-204 · Hilux
Priya N. · Home garaging
Business trip · Site inspection
LMN-330 · Corolla
Ava M. · Recurring booking
Business trip · Service rounds
Review the driver, vehicle and requested time before approving a booking that requires a decision.
Explore booking approvalsCollect checks, odometer readings and trip declarations from the driver app, so the next handover and finance review start with the details they need.
Explore trip declarationsConnect the driver, shared vehicle, key collection and return. Key access depends on the cabinet or access equipment selected for your fleet.
Explore shared key accessExplore shared key accessExplore shared key accessBookingDriverShared vehicleKey collectionVehicle returnInspect the calendar and individual requests together. Review changes and exceptions with the vehicle and driver in view.
Car pool bookingFleet availability12 – 16 May20 trips · 73% utilised·3 in service this weekMon12Tue13Wed14TodayThu15Fri16PLT-204Hilux uteQRX-118Ranger uteLMN-330Triton uteService AVAN-12Hiace vanDKP-55Ranger uteInspectionPLT-991Triton uteGHK-44Hilux uteService BNRField survey3 daysTRP-7LandCruiserLPRemote survey · Bourke4 daysVAN-33Hiace vanPKAirport shuttleTBDepot loopLMN-204Ranger uteMTDepot loopAMSite dropSWRegional2 daysABC-12Hilux utePKSite visits3 daysTRP-9LandCruiserLPSurvey · CobarMTCrew transportIntelliTrac AIjust nowReshuffled 2 bookings to fit 3 more trips this week.Bookings›ApprovalsManager3 need you · 18 auto-approved todayAuto-approval policy5 of 5 rules onBuild pre-start and post-trip forms around your vehicles. Drivers complete the checks in the app, and a reported defect can start the maintenance follow-up.
Set your own questions, required answers, odometer readings and photo evidence. Match forms to the relevant vehicles and depots, so drivers see the checks that apply to their trip.
Explore custom forms and checklistsSet up an automation to raise a maintenance request when a form reports a defect. Carry the vehicle, answer and supporting details into the request for review, so the fleet team can decide what happens next.
Explore defect follow-upCollect declarations while the trip is fresh, apply your configured policies and bring the supporting information into reporting.
Check the trip details before saving.
Configure trip types and FBT requirements for your fleet. Drivers register the trip type, purpose and odometer readings, with private-use and home-garaging declarations where required. Keep missing declarations visible before finalising the return.
Explore FBT reportingPublic-road journeys · engine-time share
Source: fuel transaction and matched journeys
For eligible fleet activity, combine recorded fuel purchases with tracked journeys and configured off-public-road areas. Apportion fuel using engine time, with distance as a fallback, and give finance the supporting breakdown to review.
Explore fuel tax creditsUse supported key-cabinet connections to coordinate vehicle allocation and shared key access.
Explore key accessCheck return status and upcoming commitments before arranging a replacement or contacting the driver.
Explore booking oversightCompare demand and booked periods to identify spare capacity and pressure at particular depots before changing the fleet.
Explore booking reportsIt helps staff reserve shared vehicles and helps fleet managers oversee availability, approvals, handovers and trip details.
Yes. Requests that require approval remain available for an authorised reviewer to assess before the booking proceeds.
Access depends on the supported hardware and installation. Discuss cabinet-based key collection and the exact access options for your vehicles.
Set up trip types and the FBT policy that applies to your fleet. Drivers supply trip purpose, odometer readings and relevant private-use or home-garaging declarations. Required FBT entries are checked before finalisation. Finance reviews the information and applies the appropriate tax treatment.
Organise shared vehicles into pools and depots so staff search the relevant availability. Confirm which staff can book each pool during setup. This keeps a large organisation’s choices manageable.
Review its commitments and availability before approving another booking. The fleet team can choose an alternative vehicle and update the booking. Changes should be checked with the affected driver.
The office can filter bookings by lifecycle status and inspect the vehicle, driver and trip details. Use those views to find approvals or returns that need attention. Export the relevant list when another team needs it.
Choose the key handover process that suits the site. A compatible Torus cabinet can support shared key access alongside vehicle booking. Cabinet installation and access requirements need to be agreed for that depot.
Yes. Configure questions, answer outcomes, required readings and photo rules, then apply the form to the relevant vehicles or depots. Drivers complete the checks in the app.
Yes. Configure a form-defect automation to raise a maintenance request from the submitted answer. The maintenance team can review the request, prioritise the repair and create or link a work order.
A trip type alone does not determine FTC eligibility. FTC reporting uses recorded fuel quantities, journey information and configured road-use classifications to prepare an apportionment for finance to review.
Show us your current process. We’ll walk through car pool booking with the vehicles, people and information your team needs.
Book a demoBook a demoBook a demoExplore the platformExplore the platformExplore the platformIntelliTrac provides fleet, telematics and field-operations software in Australia. Call 1300 767 492.