How does pool car booking work?

Staff can book a pool vehicle from the app or a browser. IntelliTrac checks the booking rules and asks for approval only when the trip requires it. At pickup, the driver scans the vehicle's QR code. On return, the condition, time and odometer reading are saved against the booking.

The booking flow

1. A staff member picks a time and a vehicle type, and the system offers what is genuinely available.
2. Rules run automatically: who can book what, for how long, and which trips need a manager's approval.
3. At pickup, the driver scans the QR code on the vehicle to check in.
4. On return, odometer and condition are captured, and the vehicle is available again.

What changes for fleet managers?

Bookings no longer need to be managed through email, a whiteboard or phone calls. IntelliTrac shows late returns, missed check-ins and other problems when they happen.

What data does each booking create?

Every booking saves the driver's name, trip purpose, odometer readings and timestamps in the vehicle history. This data supports FBT reporting for pool cars. It also shows which vehicles the pool uses and which ones sit idle.

Related questions

• How does IntelliTrac help with FBT on pool cars?
• How does IntelliTrac handle employee-owned vehicles?

Last updated 12 July 2026.