1. What do “pool cars” and “fleet vehicles” mean?
Clients use the terms slightly differently:
Fleet vehicle
A company-owned vehicle assigned to a single driver
Used mainly for work purposes
Needs 24/7 access to the car park
Pool car
A company-owned vehicle shared by multiple drivers
Still needs 24/7 access to the car park
Different staff can book and use it at different times
In BaseUp, both are usually treated as pool cars from a configuration point of view.
2. How access and bookings work for pool cars
Pool/fleet vehicles are normally uploaded into BaseUp as pool cars. This means that drivers will be prompted to 'Book a Pool Car' in the app when using those assets.
Key behaviour:
When a booking is created on a pool car, the passback state is set to Exit.
This assumes the vehicle starts inside the car park:
Driver comes to the office
Picks up the pool car
Exits the car park first
Later returns and re-enters as needed.
This matches the real workflow for most pool/fleet vehicles.
3. Recommended driver experience (Timeline view)
When configuring pool car policies, it is recommended to use the Timeline view under Driver Experience because:
It is designed for shorter bookings (e.g. a few hours)
Drivers are prompted to set and adjust start/end times
It suits the way pool cars are used (quick trips, meetings, site visits)
Drivers will see “Book pool car” in the app instead of “Book parking” when they belong to the pool car user group.
4. How pool cars are configured
Standard setup:
Asset group
Pool cars sit in a pool car–type asset group.
If you want a pool car to be bookable by a specific group of people, link that asset group to a policy for the right user group.
Policies
Create a policy that:
Uses the pool car asset group
Links to a pool car user group (e.g. “Pool Car – Team A”)
Uses Timeline as the driver experience
User groups
Access to pool cars is controlled by user groups.
Drivers in that user group will see pool car booking options in the app.
Assigned bay
Every pool car is assigned to a specific bay (often named something like “Pool Car – Any Bay” depending on naming conventions).
This ensures the vehicle always has a guaranteed parking spot when it returns.
To make a pool car non-bookable, remove that pool car from the relevant asset group or disable the policies that are linked to it.
5. What admins can do themselves
Admins can self-manage who can book a pool car:
To grant someone access to book a pool car:
Identify the relevant pool car user group (names usually match the pool car name or team).
Add the driver’s email address to that user group.
The driver will then see “Book pool car” in their app.
To remove access, remove the driver’s email from that pool car user group.
Admins can also:
Update policies linked to the pool car (timings, quotas, etc.)
Temporarily disable pool car booking by disabling policies
Permanently disable bookings in a pool car by removing it from all asset groups
6. What must be done by BaseUp
Some changes cannot be done in the portal and must be handled by BaseUp:
Updating vehicle details:
Vehicle name
Licence plate / registration
Moving the pool car to a different bay (changing its assigned home bay)
Renaming or restructuring the underlying pool car asset itself
For these, raise a support ticket with the Client Success team and include:
Site and car park
Pool car name
What needs to change (e.g. new rego, new bay, rename)
7. Non-standard setups
This article describes the standard configuration for pool cars and fleet vehicles in BaseUp.
If your organisation has a special use case (for example, pool cars that do not start inside the car park, or complex sharing rules across sites), raise a support ticket with Client Success. The team can review your requirements and recommend the best configuration.