Apps and software

BookIt: pool vehicle booking for shared fleets

Sharing vehicles means fewer cars to buy and run, as long as you can keep track of who has which one. BookIt lets your team book a pool car from their phone and shows you how often each car actually goes out.

Book a demo Why it helps

EROAD BookIt shown on a laptop with the booking dashboard and on a phone with upcoming bookings

A better booking experience = better use of your shared fleet

BookIt is two tools in one.

For your team, it's a simple app to book a pool car, ute or van in a few taps, see what's free, and get a calendar invite - instead of emailing around or chasing down whoever holds the diary.

For the person managing the admin, it's the system that does the it for you: automatically rebooking anyone affected when a car's off the road, showing who has which vehicle right now, and building a picture of how every car is actually used - bookings, utilisation, idle time. So you know whether you've got the right number, locations and mix of vehicles, not just whether today's bookings are sorted.

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Why it helps

How BookIt helps you run a shared fleet

If you look after the pool cars, you're probably the person everyone comes to when they need one. BookIt lets your team book for themselves and sorts out the rebooking when a car is late or off the road. You spend less time on admin and get more use out of the cars you already have.

Stop reshuffling bookings by hand

When a car comes back late or goes in for a service, BookIt moves the bookings on it to another suitable car and lets the booker know.

Manage your fleet to achieve your goals icon

You decide which car bookers see first

Put electric vehicles first when they suit the trip. Or your least used cars, to even things out.

Bookings your team can manage themselves

Every booking comes with a calendar invite and an email. You can change it, or book one for a colleague.

Key features

What you'll be able to do with BookIt

For your bookers

BookIt helps make booking a car easier - and less of a guessing game.

Know when it's ready - get a notification the moment your car's ready and waiting, or a live ETA if it's still out.
Offered a seat - if a car's already heading your way, BookIt can offer you a seat in it first, instead of a whole vehicle.

Managing your pool vehicles

BookIt picks up most of the back-office work, so you're not chasing cars and bookings yourself.

Automatic rebooking - if a car is late or unavailable, BookIt books another suitable one from your fleet and lets the booker know.
One profile, set up once - team members set up their own BookIt profile, which creates or updates their driver record in MyEROAD at the same time, with access removed automatically when they leave.
Live fleet status - puts every car on one screen: where it is, its status, who booked it and who's driving.
Key management - add a KeyWatcher digital locker and your team collects keys without tracking anyone down.
Meet your usage targets - set which cars bookers see first, electric vehicles if you're working toward an emissions target, or your least-used cars to even things out.
Custom fields - add up to four fields of your own, like a project code or cost centre, and your reports pick them up automatically.

Reporting and insights

See how your pool is actually being used, not just today's bookings.

Daily operations, at a glance - see what's booked, what's overdue and what's coming up, for any period you choose.
Sustainability benchmarking - see how your fleet or a branch compares to other organisations on EV adoption and utilisation.
User activity - see booking patterns for specific users or teams.
Fleet activity - spot which branches are under- or over-utilised, so you can move vehicles to where they're actually needed.
Simplify FBT - bookings in exempt areas get flagged automatically, so your team reviews genuine anomalies instead of checking every trip by hand.

Two hands holding a phone showing the EROAD BookIt Make a booking screen with available vehicles

The EROAD BookIt dashboard on a laptop, with today's bookings, overdue vehicles, service reminders and weekly utilisation

BookIt product sheet PDF 1.1 MB , opens in a new tab

Connected platform

A better way to manage your shared fleet

Integrated with MyEROAD

Manage your fleet and activity in MyEROAD, manage bookings in BookIt - the two platforms are deeply integrated with automated syncing of driver info.

Choose your tracking device

Options for tracking include Etrack G70, EROAD Locate, Clarity Locate, Clarity Solo or Ehubo2.

Manage keys with KeyWatcher

Skip the hunt for whoever's holding the keys. With KeyWatcher's digital keylocker, your team collects and returns keys from a locker instead of tracking a person down.

FAQ

Frequently asked questions

What is a pool vehicle booking system and how does it work?

It's a way for your team to book a shared vehicle themselves, rather than going through whoever holds the car park diary. With BookIt, a team member books a car from their phone or desktop, gets a calendar invite, and can see which vehicles are free before they ask anyone.

Do I need an existing EROAD device to use BookIt?

Yes. BookIt runs on vehicles already fitted with a supported EROAD device, such as EROAD Locate, Ehubo2, Etrack G70 or Clarity Locate. If you're not sure what's fitted to your pool vehicles, that's something we can confirm with you.

What happens if a car isn't returned on time?

BookIt handles it automatically. If a car is overdue or taken out of service, it reassigns the affected bookings to another suitable vehicle and lets the booker know, rather than leaving someone stranded or needing to call around.

Do I need to manage user accounts and access myself?

No. Team members set up their own BookIt profile, and if you've enabled the MyEROAD integration, that automatically creates or updates their driver record too - one less thing for an admin to set up by hand. Access is also removed automatically when someone leaves, so you're not relying on manually deactivating old accounts.

Can BookIt help with Fringe Benefits Tax (FBT)?

Yes. Bookings in FBT-exempt areas are flagged automatically, so instead of reviewing every trip by hand, your team only needs to check the genuine anomalies.

Is BookIt only useful if I'm moving to electric vehicles?

No. BookIt helps any shared fleet run more efficiently, whether or not sustainability is a goal. If it is, you can set electric vehicles to appear first in the booking view and see utilisation benchmarked against other organisations - but that's an added benefit, not a requirement to use it.

Can I manage keys for shared vehicles without a person handing them out?

Yes. Add a KeyWatcher digital locker and your team collects and returns keys themselves, instead of tracking down whoever's holding them. Keylocker is purchased from KeyWatcher, but you can see it in BookIt.