SMARTER SHARED FLEET MANAGEMENT
Shared Vehicles. Zero Scheduling Chaos.
No more double bookings, missing keys or endless coordination.
Make shared vehicles easier to book, access and manage with one connected solution for fleet reservations, digital key management and resource sharing.
Give employees the flexibility they need while keeping fleet operations organized.
Who Has the Car? And Where Are the Keys?
Sound familiar?
A colleague needs a vehicle for a customer visit. Another employee has already booked it. The keys are at reception, but the office is closed.
Shared vehicles should make business operations easier, not create additional administrative work.
Double Bookings & Confusion
Without a centralized reservation system, vehicle availability becomes difficult to coordinate.
Endless Coordination
Emails, phone calls and manual calendars consume time for both employees and fleet managers.
Missing Keys & Complicated Handover
Physical key collection and returns create unnecessary dependencies on staff availability and office hours.
Poor Vehicle Utilization
Some vehicles are constantly booked while others remain unused, making it difficult to understand actual fleet requirements.
Sharing vehicles shouldn't mean sharing headaches.
One Connected System. From Booking to Return.
Imagine a fleet where employees can reserve available vehicles independently, receive booking confirmations and access their assigned vehicles without unnecessary coordination.
Our integrated shared fleet solution connects digital reservations, vehicle availability, access permissions and optional key management technologies.
Fleet managers maintain a clear overview of bookings and resource utilization, while employees enjoy a simpler and more flexible experience.
Book. Access. Drive. Return.
It's shared fleet management without the administrative chaos.
Pair it with Fleet Operations & Administrationto keep every record in one place.
Everything You Need to Keep Shared Fleets Moving.
Self-Service Vehicle Booking
Allow employees to reserve available pool vehicles through a smartphone or computer.
Reduce manual coordination and make reservations accessible regardless of location.
Real-Time Availability & Booking Calendar
View vehicle reservations in daily, weekly or monthly calendar layouts.
Avoid overlapping bookings and maintain a clearer overview of current and upcoming reservations.
Digital Key Management
Connect vehicle reservations with supported electronic key cabinets or digital key boxes.
Automate key handovers and reduce dependence on reception staff or manual key distribution.
Smartphone-Based Vehicle Access
With compatible digital key box technology, authorized employees can unlock and lock assigned vehicles using their smartphones.
Access permissions can be linked to vehicle assignments or active reservations.
Automated Notifications & Booking Workflows
Send booking confirmations, calendar information and relevant reservation notifications.
Use supported approval workflows and configurable reservation rules to organize vehicle access.
Utilization Reports & Fleet Insights
Analyze reservation activity, identify underused vehicles and understand demand across the shared fleet.
Support more informed decisions about fleet capacity and vehicle allocation.
Less Coordination. Better Utilization. Happier Teams.
Reduce Administrative Work
Replace manual reservations, email exchanges and repetitive coordination with structured digital workflows.
Make Vehicle Sharing Easier
Give employees a convenient way to find, book and access available vehicles.
Improve Fleet Utilization
Understand how shared vehicles are being used and identify opportunities for more balanced allocation.
Enable Flexible Access
With compatible access technology, employees can collect keys or access vehicles outside regular office hours.
Keep Responsibilities Clear
Use booking records, access permissions and available activity logs to maintain greater transparency.
From Reservation to Return. Simplified.
01
Find & Book
Employees check vehicle availability and reserve a suitable vehicle through the online booking system.
02
Get Access
Depending on the selected configuration, the employee receives the information or authorization required to collect a key or access the vehicle.
03
Drive & Use
The employee uses the assigned vehicle during the reservation period.
Optional digital logbook functionality can support automatic journey documentation.
04
Return & Complete
The vehicle and key are returned according to the configured process, and the reservation is completed.
Fleet managers retain an overview of booking activity and vehicle utilization.
The Right Access Solution for Your Fleet.
Different fleet operations require different approaches to vehicle access.
Digital Reservations
Employees reserve vehicles online and use the organization's existing key handover process.
A practical starting point for companies that want to simplify scheduling and availability management.
Electronic Key Cabinets
Automate the distribution and return of vehicle keys with controlled access permissions.
Authorized users can collect assigned keys using supported identification methods, such as a booking PIN.
Electronic lockers can also support the controlled distribution of other company resources, including documents and devices.
Smartphone Vehicle Access
Use compatible digital key box technology to allow authorized employees to unlock and lock vehicles through a smartphone app.
The physical key can remain securely inside the vehicle.
Important: Availability, compatibility and installation requirements depend on the selected access technology and vehicle configuration.
Share More Than Vehicles. Simplify Resource Access.
Managing shared resources often involves more than booking a car.
Keys, devices, documents and other business equipment may also require controlled distribution and reliable handovers. Our supported electronic key cabinet and locker solutions help organizations organize access to selected shared resources.
- Controlled key distribution
- Authorized access to assigned compartments
- Digital documentation of pickups and returns
- Centralized management of supported locker systems
- Flexible access outside standard office hours
Additional resource management capabilities depend on the selected system and configuration.
One Reservation. More Connected Possibilities.
Shared vehicle management becomes even more useful when connected with other fleet processes. These are compatible or optional capabilities, depending on the selected solution.
Digital Logbook
Support automatic journey documentation for shared vehicles with rotating drivers.
Driver Authorization
Combine vehicle access management with supported driver identification and digital driver's license verification workflows.
Vehicle Utilization & Reporting
Review booking activity and available vehicle information to support fleet planning and resource allocation.
Shared Fleet Management That Fits Your Organization.
Corporate Pool Fleets
Make company vehicles available to employees across departments without unnecessary manual coordination.
Field Service & Mobile Teams
Simplify access to shared vehicles used by technicians and mobile employees.
Multi-Location Organizations
Support centrally managed vehicle access and key distribution across supported locations.
Shared Equipment & Business Resources
Organize the controlled handover of keys, devices and other supported resources.
Vehicle Sharing Should Work Around Your Business. Not the Other Way Around.
Managing shared vehicles is not just about keeping a booking calendar.
It's about making the entire process easier, from checking availability and reserving a vehicle to managing access and completing the return.
Our approach connects the tools needed to simplify shared fleet operations, while allowing companies to select the configuration that best fits their requirements.
Fewer manual handovers. Clearer availability. More flexible fleet operations.
Frequently Asked Questions
What is pool vehicle management software?
Pool vehicle management software helps organizations coordinate shared company vehicles through digital reservations, availability calendars and structured booking processes.
Can employees book vehicles themselves?
Yes. GPS Fleet Software supports self-service vehicle reservations through a computer or smartphone.
Can the system prevent double bookings?
Yes. The digital reservation system manages vehicle availability and prevents overlapping reservations for the same vehicle.
Do we need an electronic key cabinet?
Not necessarily. Digital vehicle reservations can be implemented separately from automated key handover. Electronic key cabinets and compatible smartphone access technologies are optional components.
Can employees access vehicles outside office hours?
Yes, with a suitable digital key management configuration. Electronic key cabinets and compatible smartphone-based vehicle access solutions can support access without requiring staff to be present for every handover.
Can employees unlock vehicles with their smartphones?
Yes. Compatible digital key box technology allows authorized employees to unlock and lock supported vehicles through a smartphone app.
Can we manage resources other than vehicle keys?
Supported electronic locker systems can also manage access to selected items such as documents, devices and other equipment. Available capabilities depend on the selected hardware and configuration.
Can the system help us improve vehicle utilization?
Yes. Reservation calendars and utilization reports help fleet managers understand booking patterns and identify opportunities to optimize shared vehicle availability.
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Make Sharing Simple.
Your employees need vehicles. Not complicated booking processes.
Your fleet managers need visibility. Not endless coordination.
Discover how digital reservations, connected key management and flexible access solutions can transform your shared fleet operations.
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Key box modules
Main Station Module and Add-ons for the Key Cabinet
Main Module Station
Main housing with 9 built-in compartments, display/touchscreen, NFC scanner, camera.
Extension for a further 18 vehicles
The basic module of the key box can be extended with additional modules, each with 18 key compartments.
Extension for 42 additional keys
The basic module of the key box can be extended with additional modules, each with 42 key compartments.
Secure housing for mounting
Enclosure for mounting and providing better protection for the key box.
Outdoor Solution
33-compartment outdoor key box, expandable to hold up to 354 keys!
Expansion with a broad range of subjects
An expansion unit with 12 extra-wide compartments (17.2 cm wide, 9 cm deep, and 4.1 cm high) that provides additional space for larger items such as smartphones, documents, or large keychains.
