Not-for-profitfleet control forpool cars.

Not-For-Profits

Give staff accesswithout losingfleet oversight.

Not-for-profit fleets often support outreach, care, facilities and community programs. The vehicle process needs to stay easy for staff while giving managers clear information.

Manage pool cars

Connect bookings, access, return checks and utilisation so shared vehicles stay accountable.

Support safer use

Use pre-starts, condition reports and driver behaviour review where duty of care matters.

Help finance review

Keep trip purpose, cost code, utilisation and FBT data easier to find.

Shared Fleet Workflow

A clearer historyfrom bookingto return.

NFP fleet management is not a donation workflow or admin portal. It is a practical way to control shared vehicles and keep their booking and use history together.

Let staff book, access and return vehicles with a clear history.
Shared fleet workflows reduce manual calendars and missing key trails.

A pool car workflow can show which vehicles are available, who booked them and what needs attention before the next staff member drives.

  • View shared vehicle availability
  • Connect booking, access and return details
  • Review utilisation before buying or retiring vehicles

Capture pre-starts, condition checks and return details.
Driver check-ins should be simple enough for busy staff to complete.

Mobile workflows can collect pre-start checks, end-of-booking condition reports, cost codes and trip details while the information is still fresh.

  • Capture pre-start and return checks
  • Report condition issues before the next booking
  • Support cost code and trip purpose review

Choose the right level of control for each vehicle.
Some pool cars need simple tracking, others need terminals, RFID or access hardware.

The setup can start with light vehicle tracking and add tablets, key cabinets or RFID access where the organisation needs stronger control.

  • Use EP23 Easy for simple light vehicle visibility
  • Use in-cabin workflows where drivers need guided forms
  • Use RFID or key control for shared access
Fleet Governance

Keep governancevisible withoutheavy admin.

The system should help teams manage real responsibilities: vehicle access, safety, maintenance, funding accountability and finance reporting.

Utilisation review

See whether vehicles are used often enough to justify keeping them in the pool.

Maintenance alerts

Use kilometres, activity and driver reports to identify vehicles needing attention.

Staff accountability

Tie vehicle use to bookings, drivers and completed return checks.

FBT support

Keep business and private-use data easier for finance teams to review.

Car pool booking

Use booking, access and return workflows for shared vehicle programs.

FBT data

Support trip purpose, driver and booking data for finance review.

Driver App

Capture checks, forms and condition reports from supported mobile workflows.

Simple rollout

Start with the vehicles and processes causing the most admin pressure.

Make shared vehiclessimpler for staffand managers.

Tell us how vehicles are shared, how keys are controlled and what reporting your team needs for safety, maintenance, finance and FBT review.

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IntelliTrac provides fleet, telematics and field-operations software in Australia. Call 1300 767 492.