Extension module – Innovative – Smart

Pool Vehicle Reservation and Management

Self-Service Reservation

Employees can book vehicles easily and directly using a smartphone or computer.

Digital for better capacity utilization

More bookings but less work for fleet staff!

Digital Key Cabinet or Key Box

Seamless integration for key pickup: Fast, easy, and convenient!

Digital logbook

Automatically guided and error-free—perfect for fleet vehicles with rotating drivers.

Pool vehicle reservation Booking calendar
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Hardware Integrations for the Software and for Your Fleet

Digital key box

The digital key box makes sharing company vehicles much easier: The car key remains securely in the vehicle, while authorized employees can unlock it using their smartphones.

Digital key cabinet

Key handoffs don’t have to tie up staff. With our electronic key cabinet and locker system, you can automatically manage key issuance, return, and access permissions—online and around the clock.

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.

Manage Fleet Vehicles Digitally

Successful Pool Car Reservations with GPS Fleet Software and Digital Key Cabinets

  • Book in just a few clicks: Employees can make reservations on their own using a smartphone or computer—without having to follow up or wait.

  • Everything at a glance in real time: Available vehicles, reservations, and changes are always up to date and transparent.
  • Optimize fleet utilization: Vehicles are used more evenly, double bookings are avoided, and underutilized vehicles are quickly identified.
  • Targeted Cost Reduction: Analyses reveal which vehicles are actually needed—and where fleet costs can be cut.
  • Consistently automating processes: Key handover, digital logbooks, and other telematics solutions are seamlessly integrated into a centralized system.

Manually Manage Pool Vehicles

Pool car reservations using GPS Fleet software and key cabinets can make life easier for fleet managers
  • Constant coordination efforts: Phone calls, emails, and follow-up questions waste unnecessary time for employees and fleet management.
  • No reliable real-time overview: Excel and Outlook provide only limited information about which vehicle is actually available and when.
  • Uneven vehicle usage: Some vehicles are in constant use, while others sit unused in the parking lot.
  • Hidden costs go undetected: Without meaningful usage data, it is difficult to determine which vehicles are actually needed.
  • Many individual steps: reservations, key handoffs, and trip logs must be organized and monitored separately.
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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

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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
Poolcar Reservation Dashboard

The pool vehicle bookings can be evaluated over time

Booking calendar for pool vehicles
View Available Pool Cars on the Resource Calendar

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

Booking utilization of planned bookings
Reservation Overview for Pool Vehicles, Including Utilization Rates

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

Configure pool vehicles
Configuring the Poolcar Fleet

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 shared vehicles is indispensable for fleet managers today. With our shared vehicle booking module, vehicles can be managed centrally, drivers can book a vehicle independently online, and duplicate bookings are automatically prevented. The system shows at all times which vehicles are available, how long they are being used, and when they will be available again. This allows companies to optimize fleet utilization and avoid unnecessary downtime.
Another advantage is transparency: Each driver is clearly assigned to a specific vehicle and trip. This simplifies tracking and documentation—especially since our digital logbook can be automatically integrated for pool vehicles. Fleet managers, drivers, and administrative staff thus save a significant amount of administrative effort and reduce the risk of costly fines resulting from poorly maintained manual logbooks.

Our software module for fleet vehicle management uses automated email notifications that make life easier for both fleet managers and drivers. Drivers receive emails with calendar entries for their bookings, reminders about vehicle returns, or information about changes to their reservations. This helps prevent vehicles from being returned late.
For fleet managers, these notifications provide greater peace of mind when vehicles are returned late. The system automatically notifies them of changes to vehicle reservations or when a fleet vehicle is returned late. This makes managing fleet vehicles significantly 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.

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