Extension module – Innovative – Smart

Pool vehicle management made easy

Reservation by employees

Simply book a pool car on your smartphone or PC

Digital for better capacity utilization

More bookings, less effort for fleet employees

Digital key cabinet

Key issue with digital key cabinet or key box in the car

Digital logbook

Instead of a time-consuming paper logbook, an automatically managed digital logbook

Poolfahrzeug-Reservierung Buchungskalender
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Digital key box

digital key cabinet

Advantages of our software for pool vehicle management

Fleet managers are often faced with the challenge: who uses which pool vehicle and how does the next driver get the vehicle key? Without a clear overview, chaos, inefficient processes and tax and liability risks arise for the fleet manager or managing director.

With our pool vehicle software and the digital logbook for pool vehicles, you always have an overview – simple, legally compliant, automated and, if desired, data protection-friendly WITHOUT live tracking.

Vehicle fleet with digitalization

Fuhrparkmanagement mit Digitalisierung
  • Independent booking by employees saves time
  • More convenience for employees (no waiting time)

  • Better fleet utilization, avoidance of double bookings

  • Rescheduling and immediate response to delays
  • Can be combined with digital key box / digital key box

  • Can be combined with digital automated logbooks

  • Driver’s license check can be automated

  • Electric vehicles can be prioritized based on charge level and range

Vehicle fleet Without digitalization

Fuhrparkmanagement ohne Digitalisierung
  • Outlook calendars reach their limits

  • Drivers have to make phone calls, write emails and wait, no immediate feedback

  • Drivers only get the key at restricted times or have to wait

  • Excel lists have NO automation
  • Lack of overview of capacity utilization and actual use
  • No digital logbooks, lack of inaccurate logbooks
  • No automatic booking reports and cost centers
  • E-vehicles cannot be assigned automatically

  • Driving licenses are not checked continuously and are not documented

Before the introduction of the digital key box, Wintersteiger used to organize the planning and allocation of pool cars via the dispatch office. Employees could pick up or return the reserved pool car during office hours from 7:00 a.m. to 5:00 p.m., which tied us to the presence of colleagues in the dispatch office.

It was important for us to find a system that required little to no human intervention. Wintersteiger found the right solution with the pool management system from GPS .at. The digital key box was installed centrally at the main entrance.

Colleagues were trained via the intranet, and it quickly became clear that this system is easy to use. Employees log into the system online and reserve the desired vehicle at the desired time. Confirmation is prompt and uncomplicated.

Occasionally, there may not be enough vehicles available. But we can also solve this problem quickly by organizing a rental car. This key is then also integrated into the system and allocated via the key box.

For me as a fleet manager, this means considerable time savings, as the system books automatically and saves me a lot of work. Employees are no longer tied to specific times and can collect or return the key at any time of day or night. This means that everyone can organize their business trips in the way that makes the most sense for them.

I regularly check the bookings but rarely have to intervene in the system. In this respect, Wintersteiger has found the ideal partner in GPS.at.

Fleet management, Wintersteiger Operations GmbH, Upper Austria

Additional module – Web-Responsive – Single-Sign-On

Book a pool car on your smartphone
Automate pool vehicle reservations

Fleet managers make the pool vehicles available for booking. Employees log in at their workstation (on their PC) or smartphone and book a pool vehicle for the appropriate period.

  • Employees get the right vehicle
  • Electric cars are preferred (for short distances)
  • Adjustable release workflow
  • Automated emails with booking confirmations and calendar entries
  • Key issue via digital key cabinet or unlocking and locking the vehicle using a smartphone and key box in the vehicle
  • Problems with the vehicle can be reported
Overview of utilization of pool vehicles

The pool vehicle bookings can be evaluated over time

Booking calendar for pool vehicles

The pool car bookings can be edited in daily, weekly and monthly calendar views.

Booking utilization of planned bookings

Fleet managers can see the current and planned bookings and can better estimate the future utilization of the pool vehicles.

Configure pool vehicles

Fleet managers can set the range of a pool vehicle or increase the priority or buffer time of a vehicle. Special equipment can also be configured.

Frequently asked questions about the introduction of software for pool vehicle management with a digital logbook

Managing pool vehicles is one of the main tasks of a fleet manager within a company. This includes reservation, maintenance, cost control and compliance with legal regulations. Fleet managers should optimize vehicle utilization, increase employee satisfaction and productivity and reduce costs.

What are the advantages of a software reservation system for pool vehicles?

Our digital reservation system for pool vehicles is indispensable for fleet managers today. With our pool vehicle booking module, vehicles can be managed centrally, drivers can book a vehicle themselves online and double bookings are automatically prevented. The system shows at all times which vehicles are available, how long they will be used and when they will be free again. This allows companies to make optimum use of their fleet and avoid unnecessary downtime.
Another advantage is transparency: each driver is clearly assigned to a vehicle and a journey. This makes tracking and documentation easier – especially because our digital logbook for pool vehicles can be integrated automatically. This saves fleet managers, drivers and the administration considerable administrative work and reduces the risk of expensive penalties due to inadequate manually kept logbooks.

Our software module for pool vehicle management works with automated e-mail notifications that relieve fleet managers and drivers alike. Drivers receive emails with calendar entries for their bookings, instructions for returning vehicles or information about changes to the reservation. This prevents vehicles from being returned too late.
For fleet managers, the notifications for late vehicle returns mean more security. The system automatically informs them of changes to vehicle reservations or if a pool vehicle is returned too late. This makes the management of pool vehicles much more efficient, transparent and stress-free.

Range management for pool vehicles is all about keeping an eye on the current tank level or battery status at all times. Especially in fleets with electric vehicles, it is crucial to know how far a vehicle can go with its current range and whether it needs to be charged in time. Our pool vehicle reservation software automatically provides the current battery level of the e-vehicles and automatically selects the right e-vehicle for the booked route.

This not only makes planning easier, but also ensures satisfied drivers. This means that the cheaper, smaller e-vehicles are always used efficiently for short journeys and the operating costs for the pool vehicle fleet are reduced in the long term.

Digital key handover is a central component of our modern pool vehicle software. Instead of manually managing keys or coordinating handovers with reception, the vehicle is accessed via electronic key cabinets or even the smartphone. The driver is only given access to the pool vehicle key during the booked period – after which the key is automatically locked again. If a digital key cabinet is not to be used, the keys can also be stored in key boxes in the vehicle and the vehicle can be locked and unlocked via the driver’s smartphone during the booking. For very new vehicles, it is also possible to open and close vehicles remotely via smartphone.

For fleet managers, this means less organizational effort, more security and clear traceability. Every key handover is automatically documented and stored in the system. Together with the logbook for pool vehicles, this provides a complete overview of vehicle usage. This digital process saves time, prevents misuse (e.g. unauthorized private use) and ensures that pool vehicles can be controlled and managed transparently at all times.

Reliable driver’s license control is essential for the secure management of pool vehicles. Only authorized persons should have access to the fleet – and this is exactly where we support fleet managers with our modern pool vehicle software with digital driver’s license control. Regular driver’s license checks on smartphones ensure that only drivers whose driver’s licenses are regularly checked digitally can use the vehicles. This significantly reduces the personal liability risks for the managing directors and the fleet manager.