Platform
Car Pool Management
Self-service pool vehicle booking that maximises utilisation — never leave a vehicle idle in the carpark. Book, allocate, track, and report on your shared fleet in one place.
Car Pool Management automates the entire pool vehicle reservation process — from self-service booking through smart allocation, GPS-automated pickup and drop-off, to billing, FBT, and utilisation reporting. No more spreadsheets, no more manual logbooks, no more vehicles sitting idle because nobody knew they were available.
Because Argus Car Pool Management runs on the same telematics platform as your live tracking, GPS events are native — not integrated via a third party. The system knows when a vehicle left, who drove it, and how far it travelled, without anyone pressing a button.
What you gain
- Maximise utilisation — surface idle vehicles and fill empty slots
- Right-size the fleet — manage peak demand without buying more vehicles
- Cut admin — self-service booking removes coordinator overhead
- Stay compliant — licence checks, FBT capture, and billing reports built in
- Never lose track — real-time visibility of which vehicles are in, out, and due back
- Per-vehicle subscription — only pay for the vehicles you need in the pool
In the platform
Book it. Argus runs the rest.
A Gantt-style pool calendar shows every vehicle, every booking, and every driver in one view — with GPS auto-pickup, auto-drop-off, and odometer captured in the background.
Capabilities
Everything your pool fleet needs
From self-service booking to FBT compliance — every capability your organisation needs to run a shared fleet without the admin overhead.
Real-time self-service booking
Staff book pool vehicles themselves on any device — mobile-optimised, simple click-and-confirm. An email receipt with a calendar invite confirms each reservation instantly.
Smart vehicle allocation
Auto-assign vehicles by booking priority and even out utilisation (e.g. lowest-odometer-first for even wear, or random rotation). Drivers can also pick a preferred vehicle where policy allows. When a driver runs late, the next booking is re-allocated automatically.
Recurring and multi-day bookings
Support multi-day, recurring, and overnight bookings. Require the same vehicle across a recurring trip — ideal for projects that need continuity.
Ride sharing and carpooling
Staff can join an existing trip as a passenger, sharing a vehicle rather than booking a second one — reducing vehicle demand at peak times and cutting costs.
Approval workflows
Rule-based email approvals route to the right approver automatically — for example, overnight bookings escalate to a pool or department-based approver.
GPS-automated pickup and drop-off
Argus telematics geofences trigger automatic pickup and drop-off recording. Odometer is captured automatically, drivers are identified, and alerts fire if a pool vehicle leaves the depot without an active booking.
FBT management (NZ)
Captures Fringe Benefit Tax on overnight and after-hours use via a configurable time window. FBT reasons are recorded at booking, and overnight FBT reporting is available on demand.
Billing and chargeback
Assign charge codes, set time, kilometre, base, and overnight rates, show estimated trip cost at booking, allocate costs to cost centres, and export a billing report for internal chargeback.
Driver and licence compliance
Records driver licence details for every pool user. Vehicle access is restricted automatically when a licence expires, and expiry alerts at 30 and 14 days keep managers ahead of compliance obligations.
Real-time fleet visibility
See which pool vehicles are in, out, and due back — at a glance. Unchecked bookings are auto-cancelled, and alerts fire for any vehicle taken without a booking.
Calendar and utilisation
A Gantt-style timeline shows every booking per vehicle across the pool. KPIs include booked-vs-actual use, pickup and drop-off percentages, and peak demand windows.
Reporting and integrations
Booking, billing, utilisation, concurrent-use (peak demand), and vehicle-compliance reports support right-sizing decisions. Integrates with Argus GPS telematics (native), Microsoft Azure SSO, and optional key-lockbox hardware.
The differentiator
Built on Argus telematics — not bolted on
Other pool booking systems bolt on a third-party GPS integration. Argus Car Pool Management runs on the same telematics your fleet already uses — so GPS events are native, instant, and accurate.
- Geofence auto-pickup — the booking starts the moment the driver leaves the depot boundary
- Geofence auto-drop-off — the booking closes when the vehicle returns, no manual entry needed
- Automatic odometer capture from the live Argus GPS tracker — accurate trip distance every time
- Automatic driver identification — Argus knows who collected the vehicle and when
- Unscheduled-use alerts — if a pool vehicle moves without an active booking, managers are notified immediately
- No third-party GPS integration required — Argus telematics is native to the booking system, not bolted on
How it works
From booking to report in four steps.
Argus handles the workflow end to end — so your team focuses on the work, not the vehicle administration.
Book
A staff member self-serves — opens the booking calendar on any device, picks a vehicle and time slot, and confirms. An email receipt with a calendar invite lands in their inbox immediately.
Allocate
The system auto-assigns the right vehicle by your configured rules — lowest-odometer-first for even wear, random rotation, or manual pick. If a driver runs late, the next booking is re-allocated without admin overhead.
Drive
Argus telematics handles the rest. The geofence auto-triggers pickup when the driver leaves the depot. Odometer is captured automatically. Alerts fire if a vehicle departs without a booking.
Report
Every trip feeds utilisation, billing, FBT, and compliance reports. Right-size your fleet with concurrent-use data — see your peak demand and identify idle vehicles that can be removed.
Pricing
Per-vehicle subscription — only pay for what you need
Car Pool Management is priced per vehicle in the pool. Whether you have five pool cars or fifty, the subscription scales with your fleet — not your headcount. No seat licences, no add-on platforms.
- Self-service booking portal — web and mobile
- Smart vehicle allocation and auto re-allocation
- GPS-automated pickup, drop-off, and odometer via Argus telematics
- Approval workflows and ride-sharing / carpooling
- FBT capture and reporting (NZ)
- Billing, charge codes, and cost-centre chargeback reports
- Driver licence records and expiry compliance alerts
- Utilisation, concurrent-use, and right-sizing reports
- Microsoft Azure SSO (single sign-on) support
FAQ
Frequently asked questions
Can staff book pool cars themselves with Argus Car Pool Management?
How does Argus allocate pool vehicles fairly?
Does Argus Car Pool Management handle FBT reporting in New Zealand?
Can Argus check driver licences for pool vehicles?
How does Argus help right-size a shared fleet?
Ready to stop leaving vehicles idle?
Book a free demo with our NZ-based team to see how Argus Car Pool Management fits your shared fleet.