Pool vehicle booking and handover records
Shared vehicles go wrong at the handover. Keep the reservation, the key release and the returned condition as three separate records, resolve overlapping requests before keys go out, and hold a returned vehicle with an open defect until a reviewer releases it.
Records to keep together
Before key release
- Check overlapping reservations for the same vehicle, including extensions and late returns.
- Ask the booking owner to resolve the collision and keep the revised request.
- Confirm the authorized recipient and record the actual key release apart from the planned window.
- Record condition and fuel or charge with units, leaving unavailable observations blank.
Close the handover
Return and escalation
- Match returned keys and the physical vehicle to the handover.
- Record actual return, condition and fuel or charge independently.
- Assign any defect to the authorized condition reviewer and follow your operating procedure.
- Make a held vehicle available only after an explicit release.
Where ReWheel stands
ReWheel FMS connects supported vehicle information with equipment and operational records for field and institutional operations. Vehicle compatibility, data-access requirements, connectivity and installation are assessed per deployment, never assumed. A workflow discussion starts from your booking, key and return records.
Booking collision and defect handover
Not recorded means nobody has entered it yet.
On a small screen, scroll this table horizontally. Keyboard users can focus the table region and use arrow keys.
| Booking | Requested by | Requested window | Keys released | Return | Issue and owner | State |
|---|---|---|---|---|---|---|
| Booking 1 | Crew A | 09:00 to 11:00 | 09:00, approved | Not recorded | Not recorded | Keys released |
| Booking 2 | Crew B | 10:30 to 12:00 | Not recorded | Not recorded | Overlaps booking 1 by 30 minutes; booking owner decides | Collision unresolved |
| Booking 1 | Crew A | 09:00 to 11:00 | 09:00, approved | 11:15, charge 45 percent | Defect reported, not yet assessed; condition reviewer | Held |
What ReWheel provides
ReWheel FMS connects supported vehicle information with equipment and operational records for field and institutional operations. Vehicle compatibility, data-access requirements, connectivity and installation are assessed per deployment, never assumed.
Continue with ReWheel: University fleet management and vehicle tracking
Discuss your workflow