What should be included in a pool vehicle agreement:

Car sharing is becoming increasingly popular in fleet management. It can boost utilization rates, reduce unnecessary downtime, and, over time, reduce the number of vehicles in the fleet, thereby lowering overall costs. However, when vehicles are shared and used collectively, misunderstandings and conflicts can arise quickly. A pool vehicle agreement, which establishes clear rules for usage, ensures transparency and clarity in such situations. In this article, we will explain the essential points that should be considered when drafting such an agreement.

What is a pool vehicle agreement?

A pool vehicle agreement is a contractual framework between a company and its employees that defines the responsibilities and rights related to the use of pool vehicles. The pool vehicle agreement specifies, for instance, which employees have access to the pool vehicles, how vehicle reservations are made, and who is liable in the event of damage.

This is why a pool vehicle agreement is so crucial in fleet management

A well-crafted pool vehicle agreement ensures smooth utilization of pool vehicles within the company. It helps prevent misunderstandings and conflicts while enhancing transparency within the organization. Particularly in the event of damageopen_in_new , a pool vehicle agreement clarifies liability issues. Therefore, every fleet that includes pool vehicles should establish such a framework. It is crucial to document all the guidelines of the agreement in writing and have them signed by all employees who have access to and use the pool vehicles. This way, you can provide appropriate evidence in case of disputes or damage.

These points should be addressed in a pool vehicle agreement.

To ensure the smooth operation and utilization of pool vehicles, there are various aspects that should be addressed in an agreement. In addition to issues related to authorization and duration of use, considerations should be made regarding cost distribution and vehicle return.

Authorized Users: The agreement defines which employees are authorized to use the pool vehicles. This authorization may be based on factors such as job position or department.
General Responsibilities: A pool vehicle agreement should establish the responsibilities that come with using the vehicles. This includes prohibitions on smoking in the vehicle and the proper care and cleaning of the vehicle.
Purpose of Use: The pool vehicle agreement should specify the purposes for which the vehicles may be used. Are only business trips allowed, or is private use also permitted? Both scenarios should be clearly documented. If the pool vehicle is allowed for personal use, it may result in a taxable benefit that needs to be reportedopen_in_new
. The use of the vehicle for commuting between home and the workplace can also be restricted. Additionally, determine whether foreign travelopen_in_new
with the pool vehicle is allowed.
Booking Procedure: Define how vehicles can be booked. This can be facilitated through the use of car sharing software that provides a clear booking calendar and allows vehicle reservations via a smartphone app.
Duration of Use: The agreement regulates how long an employee can use the pool vehicle, whether it can be reserved for specific periods, and if there are any limitations on usage duration. Specify where vehicles must be parked outside of business hours, especially if private use is prohibited.
Accidents and Liability: Establish in the agreement who is liable in the event of an accident or damage and whether a deductible must be paid. Companies can minimize or even eliminate their own risk in case of damage with a liability waiver. Guidelines for handling breakdowns should also be part of the framework.
Vehicle Return: The agreement should include guidelines for the return of the vehicle after use.
Driver’s License Suspension: Make it clear in the agreement that the fleet manager must be promptly informed in the event of a driver’s license suspension or driving banopen_in_new
, and the use of pool vehicles is prohibited in such cases.
Sanctions: A pool vehicle agreement should also define the consequences of employees violating their responsibilities and guidelines. For instance, if a pool vehicle is used for private trips in violation of the agreement, specify clear actions, which could range from a warning to a compensation claim or even termination of employment.

Safely instruct employees?

Drivers of pool vehicles must also receive annual training in safe vehicle handling according to UVV regulations. The most effective method for this is through E-Learning.

Tools for flexible vehicle access

In a pool vehicle agreement, it should also be clarified how employees gain access to the vehicles. While in-person key handovers at the office often require significant organization and coordination, there are also digital tools for flexible vehicle access. With a keybox placed inside the vehicle or a stationary key cabinet, drivers can access vehicles around the clock. This not only relieves fleet managers of administrative burdens but also provides employees with added convenience.

Keybox

The keybox is placed inside the vehicle, and employees can open and close the vehicle using a smartphone app. The box receives the signal via Bluetooth and, therefore, operates without an internet connection. There is no need for any modifications to the vehicle to use the keybox, and as it is compatible across different manufacturers, it can be equipped with all common car models. Additionally, the box serves as a secure key safe for storing car keys. An example of a provider for keyboxes is flinkeyopen_in_new .

Key Cabinet

A key cabinet securely stores keys in a fixed location. Employees can access the cabinet after reserving a vehicle by using a PIN or an RFID chip, which is typically found on their company ID. The corresponding key is then released and can be retrieved, indicated by a small light signal. All other keys remain inaccessible.

The Key Aspects of a Pool Vehicle Agreement

A pool vehicle agreement is a contractual framework between a company and its employees that defines the responsibilities and rights related to the use of pool vehicles.

Such an agreement is essential to prevent misunderstandings and conflicts and to clarify liability issues in the event of damage.

In the pool vehicle agreement, aspects such as general responsibilities, usage rights and purposes, liability, return procedures, and penalties should be defined to ensure smooth utilization of pool vehicles and establish clear measures for violations.