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Converting a vehicle into a pool vehicle

🔁 Pool vehicles are shared across the fleet, so converting one needs a little more care than a standard allocation change — driver allocation, condition checks, and damage flags all matter. This guide walks you through converting an owned or leased vehicle into a pool vehicle and finding the records you'll rely on once it's in service.

By the end of this section, you'll be able to:

  • Select a company vehicle and prepare it for pool conversion
  • Remove any existing driver allocation before converting
  • Confirm the vehicle's condition with the right option
  • Verify a successful conversion using the pool vehicle badge
  • Find the supporting logs and records for the pool vehicle

Step 1: Select the vehicle to convert

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  1. Open the vehicle list in the Vehicles page.
  2. Select the company vehicle you want to convert into a pool vehicle by clicking on the applicable registration number.
  3. Confirm that the vehicle is either:
    • Owned by the company, or
    • A leased company vehicle

Step 2: Remove any existing driver allocation

  1. Check whether the vehicle is currently allocated to a driver.
  2. If it is allocated, deallocate the driver before continuing.
  3. Click on the pool vehicle toggle to begin the conversion process.

Step 3: Confirm the vehicle's condition

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  1. A confirmation pop-up will appear asking you to verify the vehicle's condition.
  2. Review the vehicle carefully before selecting an option.
  3. Click on the condition that best matches the vehicle's current state.

💡 Inspect the vehicle in advance so you can pick the right option without guessing. The condition you record here sets the starting point for every future check.

Step 4: Choose the correct condition option

Pick the option that matches the vehicle's state:

  • Yes, I accept — choose this when:
    • The vehicle has no damage
    • The vehicle has been fully inspected
    • The vehicle is safe to drive
  • No — choose this when:
    • The vehicle has sustained damage
    • The vehicle is not suitable for pool use
  • Damaged, but suitable for pool vehicle — choose this when:
    • The vehicle has damage
    • The vehicle is still safe to drive
    • The vehicle can be made available for pool booking

⚠️ Selecting No stops the conversion — the vehicle will not be turned into a pool vehicle. Only choose No if the vehicle is genuinely unsuitable.

Step 5: Complete the pool vehicle conversion

  1. If the vehicle is safe and acceptable for pool use, confirm the selection.
  2. The platform will create the pool vehicle.
  3. If you selected Damaged, but suitable, the vehicle will still be available for booking, but its damage status will be recorded from the start.

Step 6: Verify the vehicle was converted successfully

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  1. After conversion, check the vehicle record for a pool vehicle badge next to the fleet category badge.
  2. This badge confirms the vehicle has been successfully converted into a pool vehicle.

💡 The badge is your at-a-glance proof the conversion has been completed — make a habit of checking for it right after every conversion.

Step 7: Review the pool vehicle tab and logs

  1. Open the new pool vehicle tab on the vehicle record.
  2. Review any driver approvals created for pool use requests.
  3. Use the tab to monitor pool-related activity and requests.

Step 8: Access supporting pool vehicle records

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Review the records associated with the pool vehicle, including:

  • Vehicle log book
  • Pool vehicle inspections log
  • Business mileage log
  • Mileage summary

Use these records to track usage, inspections, and mileage for the pool vehicle.

💡 Keep the vehicle log book and mileage records updated regularly — pool vehicles see many more drivers than allocated ones, so accurate logs are essential for compliance and dispute resolution.

Tips for keeping pool vehicle conversions clean

  • Verify driver allocation status before starting to avoid delays.
  • Inspect the vehicle in advance so you can pick the correct condition option quickly.
  • Use the pool vehicle badge and tab immediately after conversion to confirm success.
  • Keep the vehicle log book and mileage records updated regularly to maintain accurate pool vehicle tracking.
  • Be conservative with the Damaged, but suitable option — only use it when the vehicle is genuinely safe to drive.

What's next?