Book a car the moment
you need one.
Your company set up a pool of vehicles for the team. You log in, see what's available to your group, and book in seconds. No admin tickets, no WhatsApp groups, no guessing whether the car is free.
At a glance
- Who you are
- Employee of a business
- Where you log in
- Staff portal
- How long to book
- About 30 seconds
- Cost to you
- Free — your employer pays
Getting in
Your employer added you to a business that uses PoolCar. From here, getting set up is fast — accept the invite or sign in, fill in your details, and you're ready to book.
Activate your account
Click the link your admin sent you, or sign up with your work email if your company has domain auto-join enabled. No invitation expires — sign up whenever you're ready.
Complete your profile
Add your name and a phone number drivers can reach you on. That phone number flows to the driver's portal so they know who they're picking up.
Mobile or desktop
PoolCar works fully on phones, tablets, and desktops. Book a car from your laptop or your phone on the way to a meeting — same experience.
Browsing your pool
You only see vehicles your group can use. If your admin assigned you to "Sales", you see Sales' vehicles — not Exec or Field cars. That's by design.
Vehicles by group
Your view shows only vehicles assigned to a group you belong to. If you need access to another pool, ask your admin to add you to that group.
Vehicle details
Tap any vehicle to see make, model, capacity, photos, the leasing company that supplies it, and the operating hours it's available.
Availability calendar
A live calendar shows when the vehicle is free, when it's booked by colleagues, and when it's blocked for maintenance.
Filter and search
Filter by capacity if you're moving a team. Sort by next available time slot if you're in a hurry. Search by nickname your admin gave the vehicle.
Booking a trip
PoolCar is built around trip-shape booking — you describe the trip, we figure out the hours. No more guessing how long a meeting and the drive will take.
Pickup and dropoff
Type or pick the addresses on a map. Autocomplete suggests known addresses. The system geocodes and computes the route automatically.
Trip-shape input
Enter your meeting time and meeting duration. We add travel out, the meeting, and travel back, then recommend the right hour block.
One-way or return
Choose return for round-trips, one-way for drop-offs. The recommended hours adjust accordingly.
No double-booking
If a colleague is mid-booking the same time slot, you'll see it. The platform refuses to confirm two bookings on one vehicle for one slot.
Managing your bookings
Plans change. PoolCar lets you reschedule, reassign, or cancel a booking — with the right log entries so admins always know what happened.
My bookings
See every trip you've ever booked, in chronological order, with status — upcoming, in progress, completed, cancelled.
Reschedule or cancel
Move a booking to a new time, swap to a different vehicle in your group, or cancel if plans change. The audit log records the reason you give.
Notifications
Get email when your booking is confirmed, when the driver is assigned, and when the trip status changes. No app to install.
When something goes wrong
See driver delays, no-shows, or vehicle issues right in the booking. Use the contact details to reach the leasing company's ops team directly.
On the trip
When the trip is happening, both you and the driver have a clear view. No more wondering whether the car is on its way.
Driver assignment
Once a driver is assigned, you see their name and contact number. They see your name and number, plus the route on a map.
Live status
The driver taps Start when they reach you and End at dropoff. Your booking moves through those statuses live so you always know where things stand.
Trip history
After the trip ends, the booking moves to your history with start time, end time, and any notes. It's a complete record for expense reports.
Related roles
Other people who use this part of PoolCar
Already have an invite?
Sign in with the link your admin sent, or sign up with your work email if your company has domain auto-join turned on.