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Proposed Recurring Admin Tasks in PoolCar

Proposed Recurring Admin Tasks in PoolCar

Here is a list of proposed recurring administrator tasks in PoolCar. Please note that not all of these tasks may be applicable, and there may be other tasks that need to be completed on a regular basis. The tasks will depend on how much of the PoolCar functionality is being utilised by your organisation.

Weekly / Fortnightly Tasks

 

Monitor bookings:

  • Check for unusual, duplicate, or long-term bookings that may need follow-up.

Approve or decline requests (if approvals are enabled):

  • Ensure any pending booking requests are actioned promptly.

Check vehicle availability and utilisation:

  • Identify under- or over-utilised vehicles.

Review alerts / notifications:

  • Action any system alerts (e.g. overdue keys, vehicles not returned).

Monthly Tasks

 

Upload fuel data:

  • Add fuel transactions for reporting and cost recovery.

Run usage reports:

  • Generate monthly utilisation, booking, and cost allocation reports for internal teams.

Check maintenance schedules:

  • Use odometer readings and usage reports to confirm when servicing is due.

Review user accounts:

  • Add new staff or contractors needing access (For customers with SSO, new users need to be added into the Access Group within customer’s federated identity system).

  • Deactivate staff who have left or no longer require vehicle access (For customers with SSO, new users need to be removed from the Access Group within customer’s federated identity system).

Check pool vehicle allocations:

  • Confirm vehicles are still correctly assigned to pools.

Export data for FBT / cost allocations (NZ/AU specific):

  • Ensure usage data is ready for finance or compliance reporting.

Quarterly Tasks

 

Policy & settings review:

  • Confirm booking rules, approval processes, and cancellation settings still reflect organisational needs.

Audit user activity:

  • Check for inactive users and clean up the database.

Review accident/incident logs:

  • Confirm any reported events are followed up.

Review integrations:

  • Ensure any links to telematics, HR systems, or SSO are still functioning as expected.

FBT reporting & compliance checks

  • If applicable.

Annual Tasks (or as needed)

 

Review vehicle pool composition:

  • Assess whether the current fleet size still meets demand.

Training & comms refresh:

  • Remind users of booking etiquette and any system updates.