For fleets & pool vehicles
Your team's pool vehicles. Distributed by calendar, not key-box roulette.
Dispoly gives every pool vehicle a live calendar: colleagues book via link or QR code at the key box and enter the mileage at pickup and return. That becomes the logbook for each vehicle.
No contract. No setup fees. Free 30-day trial.
Sound familiar?
Everyday life around the fleet
The key is gone, so is the van
Only the key box knows who has the van, and it is not telling.
The vehicle list in Excel
Occupancy lives in a shared spreadsheet that three people maintain and nobody trusts.
Trips without records
Mileage, driver, and purpose are written down nowhere, until accounting asks.
The Solution
How teams manage their pool vehicles with Dispoly
Real-time availability
Every booking is visible immediately. Double bookings are technically impossible.
A logbook per vehicle
The logbook shows, month by month, the reading at month end, the distance driven, and the number of trips. The CSV or Excel export lists driver, period, difference, and trip purpose for every trip.
QR code at the key box
A QR code at the key box or in the vehicle. Scan, see availability, book.
Multiple sites
Map branches as locations and give each site its own booking page.
Pickup & return with mileage
At pickup the last odometer reading is prefilled; at return the distance driven shows right away. Guests without an account record through the link in their booking email. If a return is missing, Dispoly can send an email reminder.
Read more: Vehicle logbook for pool cars · Mileage & meter readings · Handover & return checklist · Free vehicle logbook template · Free booking check · Free pool vehicle use agreement
Also for similar industries: Company cars & pool cars · Municipal utilities · Care services & home care
Ready in 10 minutes
No fleet-management project required
Dispoly runs in the browser and needs no telematics and no installation. Create vehicles, share the link, done.
How It Works
From key box to calendar, in one afternoon
Enter the vehicles once
Create each car, van, and trailer with its plate and location. If you already keep a list, upload the CSV or Excel file and the categories and locations are created for you.
Decide what gets recorded at pickup and return
Set up the "Driver logbook" template on the first vehicle and enter its current odometer reading right away, so even the first pickup is prefilled. The other vehicles get the same fields with "Copy from resource", and you enter the current reading for each. Per vehicle you decide what is required and whether Dispoly reminds people about missing returns. Add a cost center as an extra field and it sits next to the mileage in the export.
Put the link where the keys are
Share the booking link wherever your team already looks, and print the QR code for the key box. Colleagues scan, see what is free, and book. Nobody creates an account.
Approve, or let it run
Either bookings confirm themselves or a dispatcher approves them. Garage appointments and inspections go in as blocked periods, so nobody books a car that is not there.
A week with six pool vehicles
- Monday, 06:50
- A technician needs the van with the tow bar on Thursday. He scans the QR code at the key box, sees Thursday is still open, and books it in under a minute, from the yard, on his phone, without logging in.
- Tuesday, 09:15
- Sales asks whether anything is free on Friday afternoon. Instead of three phone calls, dispatch opens the calendar: two cars free, one blocked for its inspection. The answer takes ten seconds.
- Thursday, 17:40
- The technician brings the van back, opens the link in his booking confirmation, and enters the mileage. The distance since pickup that morning appears right next to it. The number is attached to his trip now, not to a note in the glove box.
- Month end
- Accounting asks who drove what. The logbook goes out as an Excel file: driver, period, mileage at pickup and return, and the difference for every trip, plus any distance driven in between without a booking. No reconstruction from memory.
What gets raised first
Our drivers will not use another app.
There is no app. The booking page opens in the browser that is already on the phone, and a booking takes a name and an email. The people who never log in are the reason it works this way. Only whoever manages the vehicles needs an account.
We already have a shared calendar for this.
A shared calendar shows entries; it does not prevent conflicts. Dispoly refuses a second booking on an occupied slot and records the mileage at pickup and return without anyone maintaining a list. If you still want the entries in Outlook, subscribe to the iCal feed. The data flows in that direction.
We are too small for fleet management.
Most teams here run between three and fifteen vehicles. Below that the key box works; above it, it stops working. There is no rollout, no hardware, and no minimum term. If it does not fit, you stop.
FAQ
Frequently Asked Questions
Every vehicle. One calendar.
30-day free trial. No credit card required.