The challenge

Pool vehicles are your most underutilised asset.

A pool vehicle fleet runs on assumptions. Someone assumes the car will be back by noon. Someone assumes the key is in the box. None of these assumptions come with an audit trail, and when they fail, the cost lands on the operations team.

Booking chaos without a system

Shared calendars and wall-mounted key boxes were never designed for fleet management. Double bookings, last-minute overwrites, and missed returns are not exceptions, they are the daily reality of an unmanaged pool.

No visibility over who has which vehicle

Vehicles sit idle while employees wait. There is no reliable, real-time answer to the question "where is the car right now and when does it come back?", because no one is tracking it.

Cost allocation is manual reconstruction

End-of-month cost allocation requires someone to work backwards through calendar entries and fuel receipts. The data is incomplete, the effort is wasted, and the result is rarely accurate.

Fleet size based on guesswork

Without utilisation data, you cannot prove that a fourth pool car is necessary, or that an existing one averages two trips a week while another carries 80% of the load. You are making expensive decisions in the dark.

Employee booking a pool vehicle through Commander on a laptop

Book. Unlock. Drive. Bill. Automatically.

Commander's Vehicle Booking module connects the reservation, the key handover, the trip record, and the cost allocation into a single automated flow. No paper. No phone calls. No disputes. Hardware, SIM connectivity, installation and the Commander software all come from a single source.

Digital vehicle booking via web or app

Employees book pool vehicles directly through Commander or the R-DRIVE mobile app. The booking calendar shows real-time availability, no double bookings, no phone calls to a coordinator, no whiteboard. Reservations are confirmed instantly and visible to administrators across the platform.

Keyless handover via Traka integration

When integrated with Traka key management systems, a confirmed booking automatically releases the corresponding vehicle key at the reserved start time. The key locks again on return. No key box administrator required. Every key transaction is logged and cross-referenced against the booking record.

Automatic cost-centre allocation

Every booking is attributed to the reserving employee, their department, and their cost centre. Mileage, trip duration, and fuel cost per booking are captured automatically from the vehicle's GPS data. End-of-month cost allocation reports are generated without manual reconciliation, the data is already there, correctly assigned.

Fleet utilisation analytics

Commander shows which vehicles are used most, which sit idle, and when demand peaks across the week. This data makes the case for right-sizing your pool fleet, adding a vehicle when utilisation is genuinely high, or removing one when usage data proves it is unnecessary.

Complete booking audit trail

Every booking creates a timestamped, tamper-evident record: who reserved it, when, for how long, actual departure and return times, distance driven, and cost centre. Late returns are flagged automatically. Disputes are resolved by fact, not by recollection.

Return on Investment

Know your numbers
before you sign anything.

Most fleets recover the full cost of Commander within 6–12 months. Fuel savings, reduced idle time, and automated compliance documentation add up fast. See what it means for your operation.

~12% average fuel reduction
3–5 h admin saved per vehicle per month
<12 mo typical payback period
Calculate your ROI

Trusted for pool vehicle & reservation management

Carlo Vanoli AG Stadt Schwaz Stadt St. Pölten Verbund AG

See Commander in action.

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Commander Apps

Commander on every screen.

Four companion apps extend Commander to fleet managers, drivers, field technicians, and asset managers, iOS and Android.

R-COCKPIT Fleet Overview

Live map, active alerts, and KPI dashboards for fleet managers. Full Commander visibility from your phone.

Download on the App Store Get it on Google Play
R-DRIVE Driver Companion

Digital logbook, trip logging, and private-trip protection for drivers. Tax-compliant, effortless to use.

Download on the App Store Get it on Google Play
R-SERVICE Digital Workflows

Device installation workflows, digital service protocols, and digital signatures, guided step-by-step and synced back to Commander in real time.

Download on the App Store Get it on Google Play
R-BEACON Asset Scanner

Background beacon scanning for tools, small equipment, and containers. Proximity-based position tracking without a dedicated GPS device.

Download on the App Store Get it on Google Play

FAQ

Pool vehicles, common questions.

  • How do employees book a pool vehicle?

    Directly through Commander or the R-DRIVE app. The booking calendar shows real-time availability, no double bookings and no coordinator, and reservations are confirmed instantly.

  • How does keyless handover work?

    With a Traka key-management integration, a confirmed booking automatically releases the right vehicle key at the reserved start time and locks it again on return. Every key transaction is logged against the booking.

  • Can usage be billed back to cost centres?

    Yes. Every booking is attributed to the employee, department, and cost centre, and mileage, duration, and fuel cost are captured automatically, month-end allocation reports are generated without manual reconciliation.

  • Can the data help right-size our pool fleet?

    Yes. Utilisation analytics show which vehicles are used most, which sit idle, and when demand peaks, the evidence to add or remove a pool car with confidence.

  • Where is the data stored?

    In a private cloud at conova in Salzburg, Austria, GDPR-compliant, 12 months retention by default, longer on request.

Related solutions

Make every pool vehicle earn its place.

Book a 30-minute demo to see Commander's car sharing module live, digital booking, keyless handover, cost-centre billing, and utilisation analytics in one platform.

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GDPR-compliant
Data hosted in Austria
Private cloud, conova, Salzburg