Ordered stops
Add stops, reorder them, and get distance and duration for the whole route, not just origin to destination.
PRODUCT 01Bookings & pools
A shared fleet lives or dies at the handover.
Booking a vehicle is easy. Knowing who had it, what state it came back in, what the odometer read and who signed for the damage. That is the part every spreadsheet loses. Vectis turns the handover into a record with a timestamp and a signature.
DayWeekMonthTimeline
Live availabilityDrag to book
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Hilux 2.8KMR421
M. TapsellSite survey
M. TapsellSite survey
R. KahuKaiwaka run
BlockedWoF booking
Kona EVPJH204
A. SinghAwaiting approval
Training13:00–17:00
ChargingOvernight
TransitLTC556
Stores07:00–11:00
J. BrookeMangawhai
POOL UTILISATION
68%Booked hours against available hours, this week
NO-SHOWS
4.1%Bookings never checked out after the grace period
AWAITING APPROVAL
3Oldest waiting 4 hours
01Scheduling
Rules enforced when the booking is made
Every constraint you would otherwise police by email is a rule the system holds: who may book what, for how long, how far ahead, and what happens when two people want the same ute on Thursday.
- Booking window and maximum duration
Cap how far ahead staff can reserve and how long they can hold a vehicle, per pool.
- No double bookings
An overlapping booking for the same vehicle is refused when it is made, not discovered in the carpark.
- Pre-start inspections
Pools can require an inspection checklist before the vehicle is checked out.
- No-show detection
A booking that is never checked out is marked as a no-show after a grace period you set, and the driver and pool managers are told.
- Approvals, per pool
Require approval for a whole pool, or only for bookings longer than a set number of hours. Off for the depot ute, on for the executive EV.
- Overdue returns followed up
A vehicle that is not back on time triggers a reminder, then an escalation to the pool's managers.
- Automatic vehicle assignment
Staff can book the pool and let Vectis assign an available vehicle, or choose one themselves.
- Cost-centre allocation
Each booking carries the cost centre that the utilisation and expense reports later group by.
02Handover
Six steps at the vehicle, captured on a phone
The driver app walks the handover at the vehicle. Every capture is attached to the booking, the vehicle and the driver, which is what turns a damage dispute into a short conversation instead of a long one.
| # | Step | Captured |
|---|---|---|
| 1 | Odometer | Reading at collection and at return |
| 2 | Fuel or charge | Level at collection and return |
| 3 | Condition | Condition notes and any damage, with the pool's inspection checklist |
| 4 | Photos | Stored against the booking and the vehicle |
| 5 | Signature | Captured on the phone with the time and location |
| 6 | Purpose | Carried into the logbook, where the journey is classified |
OverdueBOOKING #40218
Hilux KMR421 was due back at 17:00 and has not been checked in.
The driver was reminded at 17:15. At 17:45 the pool’s managers were told, with the booking and the next reservation it affects.
Return checkResult
Odometer148,326 km
Fuel level3/8
New damageNone reported
Condition checklist12 of 12 pass
Next bookingTomorrow 07:00
03Trip planning
Plan the route before the keys leave the cabinet
EV range check
Planned distance is compared with the vehicle's estimated range before the driver sets off.
Purpose recorded up front
The purpose stated in the trip plan is kept as evidence and compared with what the driver later records in the logbook.
Watch a handover happen end to end
Fifteen minutes on the board, the app and the record it leaves behind.