New Management Tool launched by Fleet Service Great Britain Makes Vehicle Rental Booking Easy

A new customer vehicle rental management tool has been launched by Fleet Service Great Britain (Fleet Service GB), the fast-growing technology-led co-ownership company.

Designed to assist customers in placing and managing car and light commercial vehicle rental bookings, the new rental management tool is now live on Fleet Service GB’s advanced online customer portal.

Via the portal, drivers, cost centre managers and fleet managers are able to make a request to book a rental vehicle through Fleet Service GB’s preferred network of suppliers.

The rental management tool enables a user to submit all the key details required in order to fulfill a booking requirement including on and off-hire dates, type of vehicle, reason for hire and name of the person who will be driving the vehicle; provides a quote based on the daily rate of the vehicle selected; and submits the vehicle rental request directly to the Fleet Service GB team.

The rule set deployed within the rental management tool ensures that a customer can set configuration of the vehicle request flow so that it receives line manager approval prior to the booking request being processed. The person responsible for rental authorisation will then receive an email with a website link to approve the request.

Once authorised the booking will be arranged by the Fleet Service GB team and a confirmation email will be sent to the requester.

In addition to the ability to book a new vehicle rental, the rental management tool also gives a fleet manager, or the nominated Fleet Service GB contact, the ability to view and manage any live rental.

The portal provides a view of all live requests pending approval as well as the ability to view and amend all open rental bookings. Users are able to set a termination date or extend a hire during life through the integrated customer portal management area.

Further development of the rental management tool is currently in progress. It will allow not only for a vehicle to be supplied according to the processed quote, but also, based on the daily rate of the vehicle selected and the duration of hire, provide recommendations on how to reduce the rental cost.

Sarah Clifford, head of service delivery, Fleet Service GB, said: “The new rental management tool was developed at the request of customers, is easy to use and can be bespoke to the requirements of individual clients. Previously, bookings were made via email or a telephone call, which was inefficient and administratively cumbersome.

“The new rental management tool is intuitive, avoids duplication of information during the vehicle booking process, reduces the risk of booking errors being made and provides customers with a comprehensive record on all vehicles on hire.”

Fleet Service GB is now managing more than 7,000 cars and commercial vehicles for a wide range of clients that include VPS Group, which specialise in securing, maintaining and managing vacant property across a wide range of customer and industry sectors.

Steve Mulvaney, head of fleet at VPS UK and in charge of 650 cars and light commercials, helped develop the rental management tool. He said: “It is a brilliant step forward, as the vehicle rental request is now just a ‘couple of clicks’ away whereas previously it was a manual labour-intensive process.”

Previously a VPS-devised rental request form would be completed by a driver or line manager and sent to Mr Mulvaney for checking and authorising before being processed and forwarded to Fleet Service GB.

Mr Mulvaney said: “The rental management tool enables the vehicle hire request to be completed online and I can authorise it via my tablet or mobile phone rather than having to be at my PC. It is a seamless and very efficient process.”

He added: “If a rental requires an extension or goes over the hire period I receive an immediate automated alert, which enables me to take prompt action. The whole process is seamless.”

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