Adam now simply approves (or declines) epic travel requests that comes through on his mobile. Once approved, this goes through to the Fleet Manager, Minnie, to allocate vehicles available. He then receives a weekly and monthly report showing the use of the vehicles and mileage. No paper trails and all online.
When staff members are allocated vehicles for travel they receive notification and can acknowledge the Terms and Conditions & view ABC Suites’ Vehicle Policy document online, before taking the vehicle. In fact all of this can be done online from the start.
Minnie who is the Fleet Manager gets a copy of all the approved fleet travel, and can then allocate a vehicle for each trip, record mileage (started and ended), and receive a full report per vehicle to hand over to Adam at the end of every month (which also shows all vehicles in for repair).
She has an overview of which vehicles are out, who is using them, and when they will be returned.