Identifying the driver responsible for traffic infringements or vehicle damage within a shared vehicle environment can be problematic. Sometimes a speeding or parking violation doesn’t arrive on your desk until well after the event, and a dented fender, even if it is noticed by subsequent bookers, may continue to be left un-reported.

There are two issues at play here, one centres on accurate identification of drivers at any particular time, and the other relates to the driving culture.

With an integrated motor pool management system, managers have an accurate record on-hand to identify who was driving a particular vehicle. The journey is logged, the booking out and return times are captured, and with driver ID functionality enabled there’s no disputing the facts.

For additional capability, you could also adopt a pool booking solution with an integrated system for controlling access to keys, such as a key cabinet that’s enabled remotely through system administration. With this, keys are released to specific individuals, and the in/out times recorded.

Issues around driving culture can also be addressed through the policies that coincide with deploying a new booking solution. In the online booking forms there are fields to note any damage to a vehicle upon return. Once drivers realise this information is being asked for, they will be quick to notify you if they see prior damage to the car they’ve just booked. It’s a question of setting expectations, and vehicle users responding to them.

This shift in culture will also pay dividends in how your organisation is perceived by the public. A driver that knows their journey is logged will be more careful about driving behaviours. And if an incident does occur motor pool management can respond in a confident and timely manner, further enhancing the perception of your organisation.