Check-in & check-out
The check-in and check-out process ensures proper vehicle handover between drivers. Every vehicle movement is recorded for accountability and fleet management.
Checking out a vehicle
When you're ready to pick up your booked vehicle, complete the check-out process to officially record the handover. This can be done from the web app or the mobile app.
Locate your booking
Go to My Bookings or the calendar and find your upcoming booking. Click the Check Out button.
Record the odometer reading
Enter the current odometer reading displayed on the vehicle's dashboard. This is required for accurate distance tracking and reporting.
Record fuel level
Set the current fuel level as a percentage. For EVs, record the battery percentage.
Inspect vehicle condition
Check the vehicle's exterior and interior condition. Note any existing damage or issues with Report existing damage and a description.
Take photos (optional)
Photograph any pre-existing damage or the overall vehicle condition. Photos are attached to the check-out record for reference.
Sign and confirm
Review the check-out details and provide your digital signature to confirm you've received the vehicle in the documented condition.
Checking in a vehicle
When you return the vehicle, complete the check-in process to record the return condition and finalise the booking.
Find your active booking
Your current booking will show a Check In button when the vehicle is checked out.
Record return odometer
Enter the odometer reading at the time of return. The distance driven will be automatically calculated.
Record fuel level
Set the fuel level on return. The booking compares it with the level recorded at check-out.
Report any new damage
If any damage occurred during your trip, report it and add a description.
Add photos and sign
Take return photos if needed, then sign to confirm the vehicle has been returned in the documented condition.
In/Out Board
The In/Out Board shows the current status of every vehicle in your pool. It provides an at-a-glance view of which vehicles are available, booked out, or overdue.
| Feature | Description |
|---|---|
| Vehicle status | Each vehicle shows whether it's Available, Booked Out, Overdue, or Unavailable. |
| Current driver | For booked-out vehicles, see who has the vehicle and when they're due back. |
| Overdue alerts | Vehicles not returned by the booking end time are highlighted with overdue warnings. |
| Live updates | The board updates automatically as vehicles are checked in and out, with no need to refresh. |
Who Had It?
Need to find out who had a specific vehicle at a particular time? Who Had It lets you query vehicle assignment history.
Select a vehicle
Choose the vehicle you want to investigate from the dropdown.
Choose a date range
Set the period you want to check with the From and To dates. You can query any point in history.
View results
The system shows all bookings and check-outs during that period, including the driver, purpose, and check-in/out times.
See also: Bookings & calendar, Prestart inspections and Registers.