How to share a company vehicle between several employees
Published on · 2 min read
As soon as several employees share one or two vehicles, the same problems come back: two people counting on the same car, a tank not refilled, mileage nobody writes down, and a question that always returns: who had it? You don't need onboard hardware to get through it: a few clear rules, applied the same way by everyone, are enough.
A single way to book
The first reflex is to pick one place where everyone books: not a message here, a sheet there, a call elsewhere. As soon as there are two ways to book, they end up contradicting each other. The system must also prevent double booking, not just hope for it.
Written rules: who takes what
Not every vehicle suits every trip or every person: a van for job sites, a small car for visits, an electric vehicle for short trips. It is better to write this down once (categories, maximum duration, hours) than to renegotiate it at every booking.
A check at every return
On return: mileage, fuel or charge level, any incidents. These few details, noted straight away by the driver, avoid discussions later and feed maintenance tracking. That is the role of the return form.
Knowing who had the vehicle, and when
For an accident, a fine or a simple doubt, you must be able to answer fast: who had the vehicle, at what time, for what reason? A dated booking history is enough, as long as it is kept up to date. It is also what lets you spread use across vehicles and avoid missing a maintenance or insurance deadline.
What Flotalyo brings
Flotalyo brings all of this together: booking with no possible conflict, rules that choose the suitable vehicle, a return form, the history of who had which vehicle and deadline reminders. No hardware to install.
Frequently asked questions
Do you need a box or a badge to share a vehicle?
Not necessarily. A booking system with return forms is enough for most small organizations sharing a few vehicles: onboard hardware mostly concerns large fleets that need real-time geolocation.
What to do when two people want the same vehicle at the same time?
The only reliable answer is to make double booking impossible at the moment of saving, then offer another vehicle or another slot. Relying on goodwill always ends up failing.
Who fills in the return form?
The driver, at the end of the trip, while the information is still fresh: mileage, fuel or charge, incidents. Reconstructed afterwards, it loses most of its value.
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