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Requesting and approving a Pool vehicle

🪪 Pool vehicles are usually requested by the driver who needs them and approved by the fleet admin who looks after the pool. This guide walks both sides of that handover — how a driver submits a clean request and how an admin reviews and approves it.

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

  • Find the pool vehicle area in the self-service portal as a driver
  • Submit a pool vehicle request with the right collection and return details
  • Check request status and cancel before approval if needed
  • Review and approve pool vehicle requests as a fleet admin
  • Confirm the driver has access once a request is approved

For drivers

Step 1: Open the Pool Vehicle area

📷 [Screenshot: Pool Vehicle option in the self-service portal main menu]

  1. Log in to the self-service portal as a driver.
  2. Review the vehicles currently allocated to you.
  3. From the main menu, select Pool Vehicle to view pool vehicle requests and your request history.

Step 2: Start a new pool vehicle request

📷 [Screenshot: Request Pool Vehicle pop-up with drop-down list]

  1. Click Request Pool Vehicle.
  2. In the pop-up window, choose the pool vehicle from the drop-down list.
  3. Select the vehicle registration number.
  4. Confirm the displayed current mileage and collection date.

Step 3: Complete and submit the request

📷 [Screenshot: Request form with collection date, return date and reason]

  1. Review the collection date — it's automatically set to today's date.
  2. Add an expected return date if needed.
  3. Enter a reason for using the vehicle.
  4. Click Request Vehicle to submit the request.

💡 Keep vehicle registration and mileage details to hand before you start the request — it makes the form a 30-second job.

Step 4: Check your request status

📷 [Screenshot: Driver dashboard showing a pending pool vehicle request]

  1. After submission, the request is sent to the fleet admin for review.
  2. The request will show as pending in your dashboard.
  3. Check the dashboard to confirm the vehicle request status.
  4. If you no longer need the vehicle, cancel the request before it's approved.

⚠️ A pending status doesn't always mean automatic approval. Wait for confirmation and check your company's policy before assuming you can use the vehicle.

For fleet admins

Step 5: Approve the pool vehicle request

📷 [Screenshot: Pool Vehicle Requests with the Approve action]

  1. Log in as a fleet admin and open the dashboard.
  2. Go to Pool Vehicle Requests.
  3. Select the request that needs action.
  4. Open the Pool Vehicle tab to review the driver's request and the reason for use.
  5. Click the Actions button and select Approve.

💡 Standardise how reasons are written across your team — once the language is consistent, approval becomes much faster because you can scan rather than read.

⚠️ Always review the reason for use before approving. A quick check now prevents a difficult conversation later if a vehicle is used inappropriately.

Step 6: Confirm approval and driver access

📷 [Screenshot: Approved status on the driver dashboard]

  1. Once approved, the driver will see the vehicle marked as approved in their dashboard.
  2. The driver can then use the vehicle, subject to company policy.
  3. If your organisation requires a different workflow, follow the internal approval process instead of allowing immediate use.

⚠️ If your organisation uses a formal approval workflow, don't bypass it. The platform approval is only one half of the picture.

Tips for keeping pool requests moving

  • Drivers: keep vehicle registration and mileage details to hand before starting the request.
  • Drivers: only enter the expected return date when needed, so you're not editing it later.
  • Fleet admins: check the request queue regularly so drivers aren't left waiting.
  • Both: use the dashboard status to confirm whether a vehicle is pending or approved.
  • Standardise reason-for-use entries — it makes approvals faster and clearer.

What's next?