When multiple employees use the same cars, managing your fleet can quickly become very time-consuming. How can you maintain accurate trip records and reduce the risk of fines? And when employees say they really need another car, is that actually true? By gaining insight into how your fleet is being used, you’ll discover where you can improve efficiency.
For organizations with shared vehicles and rotating drivers, it’s important to maintain an overview. With smart fleet management, you can manage reservations, vehicle access and trip recording more effectively. This will reduce manual work and give you greater insight into how your vehicles are being used.
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The Challenges of a Fleet with Rotating Drivers
In organizations such as municipalities, healthcare institutions, housing authorities, and companies that provide a variety of services, cars are often used by multiple employees. This requires clear guidelines and proper trip logging.
Without a centralized system, reservations may be scattered across different calendars, or the reservation process may be handled by an administrator. Additionally, unlocking vehicles may depend on physical keys, key cabinets, or a reception desk.
This takes time and makes it harder to maintain an overview of vehicle availability and usage.
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Make reservations simple and easy to manage
A well-organized fleet starts with a clear reservation process. Employees need to be able to quickly see which shared car is available and reserve it on their own.
With the WeGo app employees choose a vehicle themselves and set a start and end time. Employees can complete a booking in just a few seconds. Availability is clearly displayed, which eliminates the risk of duplicate reservations and reduces the time an administrator spends coordinating trips.
This is particularly useful for last-minute bookings. Employees can reserve an available car whenever they need one, without first having to pick up a key or get approval from a central desk.
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Arrange access to car-sharing vehicles without handing over a key
When multiple employees use the same car, handing over the keys can be a time-consuming part of fleet management. Think of picking up keys at the front desk, making arrangements for returning them, or using key lockers. And what happens when one employee has not returned the keys and the next driver needs the car?
With keyless access, authorized users can unlock and lock a reserved vehicle using an app or access card. Access is linked to the user and the reservation.
This makes it easier to make fleet vehicles available, even outside regular office hours. Employees are less dependent on an administrator, and vehicles can be deployed more flexibly.
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Identify anomalies before they cause problems
Effective fleet management isn’t just about making reservations and arranging access. It’s also important to know when a vehicle needs attention.
Consider tire pressure, a vehicle that strays outside an agreed-upon zone, or a situation that requires action before the next user can depart.
With alerts and vehicle data, a fleet manager can identify such situations more quickly. This helps them take more targeted action and prevents them from having to rely on manual follow-up for every inspection.
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Gain insight into the use of your fleet
It’s important to know which cars are available. But understanding how they’re actually used helps you make even better decisions.
How often are your fleet vehicles used? Do you need extra cars during peak times, or can you actually get by with fewer vehicles? And would bicycles be a good alternative for some trips? With the right insights, you can identify opportunities to reduce fleet costs. Even small improvements can add up when you manage multiple vehicles.
With data on reservations and vehicle usage, you can identify patterns. Reports and dashboards help you assess your fleet’s utilization and identify potential improvements.
It may turn out that certain vehicles are idle more often than expected. Or that demand at a specific location exceeds the available supply at certain times. With that information, you can better determine whether you need to redistribute your vehicles, replace a car that mainly makes short trips with a bicycle, or whether your fleet should be smaller or larger.
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Reduce administrative work with automatic trip logging
When employees use a company car, you want to be able to determine afterward which trip was taken and who should be credited for it. If employees have to log trips manually, this can result in extra paperwork and incomplete data.
With automatic trip logging, trip data is linked to the correct user. Depending on the setup, trip costs can also be allocated to a department or cost center.
This provides greater insight into the usage and costs of your fleet. In addition, you ensure accurate trip logging that meets the requirements of the tax authorities.
How does WeGo help manage fleet vehicles?
WeGo offers software and support that enable organizations to make their own vehicles available to multiple authorized users. Employees reserve a fleet vehicle and lock and unlock it using the app or an access card.
For fleet managers, the platform provides insight into reservations and vehicle usage, reports, and alerts. This enables them to better organize their fleet and identify anomalies more quickly. Thanks to integrations with HR systems and Single Sign-On (SSO), WeGo also connects seamlessly with existing systems and workflows.
What sets WeGo apart is the combination of trip tracking, unlocking vehicles with an access card or via the app, and reserving and sharing vehicles. In addition, we help organizations set up and manage their fleets, from implementation through daily use. Users can also contact the DriverDesk 24/7 for support.
Wondering how you can gain more control over your pool cars and vehicle fleet? Find out what WeGo can do for your organization.
