Enhance your fleet utilization and streamline vehicle allocation processes with Corporate Car Sharing. Connect your employees and vehicles through a digitized platform, making it easy for staff members to access company cars when needed.
Overall, Corporate Car Sharing offers organizations a cost-effective and efficient solution for managing their fleet, promoting sustainability, and enhancing employee mobility
Users create booking requests via the mobile app or web interface, providing trip details such as date, time, mission parameters, and travel distance.
Management grants two-level approval based on the original request or with specified conditions.
Users are whitelisted to use the vehicle and can start it with their Driver ID.
Users capture a photo upon trip completion, and their Driver ID is removed from the whitelist.
The evaluation process begins, including checks on timeliness, mileage, maintenance, and fuelling.
The vehicle returns to the pool for booking by another employee.
Optimize the use of company vehicles by allowing employees to share them when not in use, maximizing the return on investment.
Simplify the vehicle booking process through an interactive web platform and mobile app, reducing administrative burden and enhancing user experience.
Ensure smooth operations with up-to-date information on vehicle availability, enabling employees to book vehicles when needed without delays.
Access comprehensive dashboards and reporting capabilities to analyze usage patterns, track expenses, and make informed decisions for better fleet management.
Billing is based on actual vehicle usage, providing transparency and accuracy in cost allocation, leading to cost savings and improved budget management.
Implement robust authorization and permissions management to control access to vehicles and ensure compliance with company policies.
Idle vehicles are a direct consequence of siloed booking – one department holds a car for a full day for a two-hour trip because there’s no visibility of availability and no structured way to return it to the pool. FMSi’s Corporate Car Sharing platform puts all vehicles into a shared pool accessible to all eligible employees through a mobile app or web interface. When an employee completes a trip, their Driver ID is removed from the vehicle’s whitelist and it immediately becomes available for the next booking. Every vehicle’s real-time availability status is visible to all users, which means utilization rates increase without adding vehicles to the fleet – the existing assets simply work harder.
FMSi’s platform enforces a two-level approval workflow before any vehicle can be accessed. An employee submits a booking request through the app specifying the date, time, trip purpose, mission parameters, and estimated distance. Management reviews and approves – or approves with conditions – before the employee is whitelisted to use that specific vehicle. Until approval is granted, the employee physically cannot start the vehicle regardless of whether they have a company key. Every approval decision is logged with a timestamp and the approving manager’s identity, creating a complete chain of custody for every trip from request through to completion.
FMSi’s post-trip process addresses this directly. Upon completing a trip, the driver is required to capture a photo before their Driver ID is removed from the vehicle’s whitelist – creating a timestamped visual record of the vehicle’s condition at return. The evaluation process that follows checks timeliness, mileage against the stated trip purpose, fuel levels, and maintenance status before the vehicle is returned to the pool for the next booking. Maintenance scheduling is also built into the platform, meaning scheduled service intervals are flagged and managed within the same system rather than tracked separately and missed.
Several layers of control work together to prevent unauthorized or off-purpose usage. The trip purpose and mission parameters are declared at the point of booking and form part of the approval decision. Driver ID authentication ensures only the specifically whitelisted employee can start the vehicle for that booking – not a colleague, not a family member. Real-time vehicle monitoring tracks usage against the booking schedule during the trip, so deviations in route or duration are visible to administrators. The post-trip photo capture and evaluation process creates accountability at the point of return. Taken together, these controls make unauthorized personal usage both difficult to execute and straightforward to identify after the fact.
The system is designed to be genuinely self-service for routine bookings while keeping management oversight structural rather than manual. Employees book, modify, and view their bookings independently through the mobile app or web platform without needing to contact an administrator. The approval workflow runs through the system – managers receive notifications and approve through the platform, not through email chains or phone calls. Administrators use the comprehensive dashboards to monitor overall fleet utilization, availability, and usage trends rather than managing individual bookings. The result is that the administrative burden drops significantly while governance and visibility actually improve – the system handles the coordination that previously consumed admin time.
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