Available to subscription: Fleet Management
User role: Employee
Before you start
How you use a pool car depends on how your company has set up its pool cars. Some companies use booking, others do not. Some use stickers in the car, others keyless unlocking in the app or a key cabinet. Ask the person responsible for your cars if you are unsure what you use.
Download the Mileage Book Fleet app, and log in with your Mileage Book user. See Fleet - The Mileage Book Fleet app: overview.
1. Book the car
If you use booking, book the car before you need it. You can book in the app, on the web or through Outlook, depending on what your company has set up.
Some cars are recommended. These are the cars your fleet manager recommends that you use first if possible, for example because the lease is about to expire. In the app they are marked with a blue pin.
- Fleet - Booking a pool car in the Mileage Book Fleet app
- Fleet - Booking a pool car on the web
- Fleet - Outlook integration for booking pool cars
2. Get access to the car
- Sticker: check in by scanning the Mileage Book sticker in the car with QR code or NFC. See Fleet - Check in with the Mileage Book Fleet app.
- Keyless: unlock the car with the app. See How to use keyless in your daily function.
- Key cabinet: collect the key from the key cabinet. See How to Log in to the Cabinet.
3. Drive
When you have checked in, your trips are registered on you. If purpose and project are set up, you select them when you check in. If you have several purposes or projects on the same day, check out and in again with the new purpose or project.
4. Return the car
- Check out in the app when the trip is over. If you forget, it happens automatically at midnight, or when someone else checks in on the same sticker.
- If you use keyless, lock the car with the app. If you use a key cabinet, return the key to the cabinet.
- If you booked the car and finish early, you can change the end time so others can book the car.
5. Report damage and defects
If you find damage or a defect on the car, report it under Skader & fejl (damage and defects) in the app. The report is sent to the fleet manager. See the section about damage and defects in Fleet - The Mileage Book Fleet app: overview.
6. Process your trips, if required
Not all companies require employees to process their trips. If yours does, trips that are missing information, e.g. purpose or project, end up under Unprocessed trips. Fill in the information, and process the trip. See Fleet - Unprocessed pool car trips.