Book a Company Vehicle in
Seconds, Not Spreadsheets.
Give employees a real-time view of your fleet, let them reserve the right vehicle for the right trip, and give operations teams the oversight they need. Works alongside your parking management software and equipment booking system for complete workplace resource control.
Reduction in vehicle conflicts
Faster booking process
Trip audit trail
Companies on Vizitor
Managing a Fleet on WhatsApp Groups Is Not a System
Six fleet management problems that cost companies time, money, and accountability, and exactly how Vizitor solves every one of them.
Two employees book the same car for overlapping trips. One misses a client meeting with no system and no accountability.
Vizitor shows live fleet status. If a vehicle is reserved it is blocked immediately. No overlap, no surprises.
Managers cannot tell at a glance which cars are out, who has them, or when they return. Calls are made just to find out.
The admin dashboard shows every vehicle: status, booked by, trip purpose, and expected return time in one single view.
Fuel costs spike. Misuse is suspected but unprovable. Audits reveal nothing because nothing was tracked at all.
Employees log trip purpose at booking and odometer readings at check-in and check-out. Every trip is fully documented.
Employees take vehicles for personal errands. No policy enforcement, no approval gate, no accountability trail.
Set manager approval for specific vehicle classes or trip types. Requests route automatically with no policy exceptions.
Service intervals pass unnoticed. A vehicle breaks down mid-trip because no one saw the mileage threshold coming.
Set service reminders by date or mileage. When a vehicle is due it is automatically blocked from booking until cleared.
Some cars sit idle for weeks while others are overbooked. No one knows which vehicles to reassign or sell.
See utilisation rates, peak booking hours, and idle periods per vehicle. Optimise your fleet size with real data.
Everything Your Fleet Admin Has Been Asking For
From solo bookings to multi-vehicle approval workflows, Vizitor handles the full lifecycle of company vehicle management used by 5000+ organisations worldwide.
Reserve Any Vehicle in Under 60 Seconds
Employees open the app, see what is available right now, pick a vehicle, select their time slot, add trip purpose, and confirm. If approval is required, the request routes to the manager instantly. No phone calls, no waiting, no paper forms. Works alongside your parking management software for complete on-site transport control.
Multi-Level Approval in One Click
Route booking requests to department managers or fleet admins. Approvals happen via email or app notification. Rejected requests auto-notify the employee with a reason and suggest alternative slots.
Every Trip. Documented Automatically.
Employees log odometer readings at check-in and check-out. Trip purpose, destination, and duration are captured. Export complete trip logs for tax, audit, or reimbursement purposes.
See Which Vehicles Earn Their Keep
Utilisation charts show bookings per vehicle per week. Identify idle assets, peak demand days, and high-mileage vehicles that need attention first. Data-driven fleet decisions cut costs. Pairs with visitor management for complete workplace intelligence.
Vehicles in Service Are Auto-Blocked
Schedule service by date or mileage threshold. Vizitor blocks the vehicle automatically when due and restores it after admin clearance. Never miss a service interval again.
No More Missed Pickups or Overdue Returns
Automated reminders go out before a booking starts and when a vehicle is overdue for return. Admins get instant alerts the moment a vehicle goes past its scheduled return time.
From Vehicle Request to Return in Five Simple Steps
Employee Requests a Vehicle
From the Vizitor app or web portal the employee selects dates, time, vehicle type, and trip purpose. The live availability grid shows exactly what is free right now across the entire fleet.
Manager or Admin Approves the Request
If approval is enabled, the manager receives an instant notification. One tap approves or rejects. The employee is notified either way. Auto-approval can be configured for low-risk trip types.
Vehicle Is Checked Out with Odometer Log
On the day, the employee checks out the vehicle via the app and logs the starting odometer reading. The vehicle status updates to "In Use" across the fleet dashboard instantly for all admins.
Trip Is Tracked and Reminders Fire Automatically
Vizitor monitors elapsed time against the scheduled return. Automated reminders go to the driver before the slot ends. Late returns trigger an escalation alert to the fleet admin immediately.
Vehicle Is Returned and Trip Is Logged
The employee checks the vehicle back in and logs the end odometer reading and fuel level. The complete trip record is stored and exportable. The vehicle is instantly available for the next booking.
Fleet Data That Actually Drives Decisions
Stop guessing about vehicle utilisation, mileage costs, and under-used assets. Vizitor gives fleet managers the numbers they need to right-size their fleet and cut waste.
Fleet Utilisation Rate
Average utilisation lift after deploying Vizitor vehicle booking across shared company fleets
- Up from 43% with WhatsApp-based tracking
- Idle vehicle time reduced by 58%
- Fleet ROI improved in the first quarter
Booking Conflict Reduction
Monthly booking conflicts before and after switching to Vizitor vehicle booking software
89% fewer conflicts within the first 30 days of deployment
Weekly Booking Trend
Plan fleet availability and maintenance windows around actual booking demand from your team
- Schedule maintenance on low-demand Fridays
- Ensure peak fleet availability on Monday mornings
- Justify fleet size with hard utilisation data
Built for Every Stakeholder in Your Fleet
Book the right vehicle for client visits, site inspections, or inter-office travel in seconds. No more waiting to hear back from the admin team or showing up to find your reserved car already taken.
- Self-service booking from mobile or web
- Instant booking confirmation or approval status
- Reminders before trip start time
Manage the entire fleet from one dashboard. Approve requests, track vehicle status, set maintenance schedules, and pull usage reports without ever leaving the platform or making a single phone call.
- Live fleet overview with driver details
- Maintenance scheduling and auto-blocking
- Exportable trip logs and utilisation reports
Coordinate vehicle allocation across departments and locations. Integrate vehicle data with your broader workplace operations and visitor management system for full on-site control.
- Cross-location fleet visibility
- Department-level booking rules
- Integration with visitor and parking systems
Export complete trip logs for expense audits, mileage reimbursement, and GST or tax reporting. Every trip is documented with purpose, distance, and driver details for any compliance requirement.
- Mileage and fuel reports by driver or vehicle
- Exportable CSV and PDF trip logs
- Full audit trail for every booking
Connects With the Tools Your Team Already Uses
Vizitor plugs into your existing HRMS, SSO, calendar, and communication tools. Vehicle booking data flows automatically into the systems that need it without any custom development.
Frequently Asked Questions
Vehicle booking software is a digital platform that lets employees reserve company or pool vehicles in advance, with real-time availability, manager approvals, trip logging, and fleet analytics all in one system. Any organisation with shared vehicles benefits: corporates with motor pools, government agencies, field service teams, schools with shuttle fleets, and hospitality businesses. If more than two employees share a single vehicle, a structured booking system eliminates conflicts and tracks accountability.
Vizitor uses real-time slot locking. The moment an employee selects a time slot, it is reserved in the system. If another person tries to book the same vehicle for an overlapping time, they see it as unavailable immediately. There is no race condition or manual reconciliation needed. The live fleet dashboard reflects every booking the instant it is confirmed, so no two employees can ever hold the same vehicle slot at the same time.
Yes. Vizitor supports multi-location fleet management from a single admin panel. Each location can have its own vehicle pool, its own approval chain, and its own booking rules. Employees see only the vehicles available at their assigned location, or can request cross-location transfers with admin approval. Administrators see utilisation and availability across all sites in one consolidated view without switching accounts.
Fleet management systems typically focus on GPS tracking, fuel cards, and driver licensing, and require significant hardware investment. Vehicle booking software focuses on the reservation workflow: who books which car, when, for what purpose, and with whose approval. Vizitor combines both perspectives by adding utilisation analytics, maintenance scheduling, and trip logging alongside the core booking workflow, giving fleet managers operational insight without the complexity and cost of a full telematics platform.
Yes. You can configure approval workflows for any vehicle class or trip type. Booking requests route to designated approvers such as managers, fleet admins, or department heads. Approvers receive an email or in-app notification and can approve or reject in one tap. Auto-approval rules can be set for trusted employees or routine trip types. Rejected requests automatically notify the employee with a reason so they can request an alternative vehicle or time slot.
Yes. Employees log odometer readings at check-out and check-in. Fuel level can also be recorded. All trip data including start mileage, end mileage, trip distance, duration, and stated purpose is stored per booking. You can export this data as CSV or PDF for expense reporting, reimbursement processing, or auditing. Finance teams can generate per-driver or per-vehicle mileage summaries in seconds without any manual spreadsheet work.
Yes. Fleet admins can set maintenance schedules by date, mileage threshold, or both. When a vehicle reaches a threshold, Vizitor automatically blocks it from being booked and marks it as "In Service" on the fleet dashboard. Once maintenance is completed and cleared by an admin, the vehicle is automatically returned to available status. This means no employee can accidentally book a car that is sitting in a service bay.
Vizitor provides vehicle utilisation rates per asset, bookings by department, peak demand hours and days, average trip duration, total mileage per vehicle, late return frequency, and idle vehicle periods. All reports can be filtered by date range, location, department, or vehicle type and exported for management review. This data helps fleet managers decide which vehicles to retire, which to add, and how to allocate the fleet across departments more efficiently.
Most organisations are live within a single business day. Setup involves adding your vehicles with registration, type, capacity, and location details, configuring booking rules and approval workflows, and inviting employees via email or HRMS sync. There is no hardware required and no IT deployment needed. Our onboarding team is available to help you configure the system and get your first bookings running within hours of signing up.
Yes. Vizitor integrates with BambooHR, Workday, SAP HR, and Active Directory via SCIM or LDAP. Employee records, department structures, and approval hierarchies can be synced automatically so new hires get access and leavers are deprovisioned without manual admin. SSO via Okta, Azure AD, and Google Workspace is supported so employees log in with their existing credentials without creating separate accounts.
Yes. The Vizitor mobile app on iOS and Android gives employees full booking access: browse available vehicles, check slot availability in a calendar view, submit requests, receive approval notifications, check in and out, and log odometer readings, all from their phone. No desktop access is required. Mobile bookings sync instantly with the admin dashboard so fleet managers see every request in real time.
Yes. Vizitor offers a full-featured free trial with no credit card required. You can add your vehicles, set up approval workflows, invite team members, and test the full check-in and check-out workflow before any purchase decision. The trial includes access to the admin dashboard, mobile apps, analytics, and all core features. Visit our pricing page or book a demo for a custom quote based on your fleet size and locations.
Stop Managing Your Fleet on WhatsApp
Join 5000+ organisations that run smarter workplaces with Vizitor. Set up vehicle booking in under a day, with no hardware and no IT team required.