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Status: Offered with Shuttle Route Optimization Driver, Vehicle and Fleet

Vehicle Request Management Software

Vehicle requests on one screen instead of phone, email and Excel.

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Vehicle Request Management Software: the field view and the information that reaches the center Vehicle request formFromHead OfficeToTechnopark OfficeDate / time12 November · 09:30Passengers3DriverSelf-driveCreate requestWeb and mobileWeb and mobile Request statusRequest #1042Request received09:12Approved09:20Vehicle assigned34 ABC 123 · Driver: M. YıldızUser notifiedNotification sentSame route is pooled Schematic illustration · values are examples
Schematic illustration; values shown are examples.

Today and with EntropyWork

Drag the slider to compare today with EntropyWork.

Vehicle Request Management Software: today's situation compared with the EntropyWork solutionVehicle Request Management SoftwareToday and with EntropyWorkTodayphoneemailExcel?Requests are scatteredTracking gets lost between phone, email and Excel.EntropyWorkVehicle requestRequest receivedApprovedVehicle and driver assignedUser notifiedOne screenweb and mobileRole-basedRequests and assignments on one screenA vehicle and driver are assigned to the approved request and the useris notified.Schematic explanation · values are examples

Vehicle Request Management Software: today's situation compared with the EntropyWork solution

Today

Requests are scattered

Tracking gets lost between phone, email and Excel.

With EntropyWork

Requests and assignments on one screen

A vehicle and driver are assigned to the approved request and the user is notified.

Schematic illustration; values shown are examples.
The situation today

Municipalities, public institutions and companies today mostly manage vehicle requests by phone, email, form or Excel. What falls short:

  • Separate vehicles are allocated to employees traveling in the same direction at the same time.
  • Vehicle availability and assignment records are scattered; it cannot be tracked which vehicle is where and what it is used for.
  • The request, approval and assignment process is manual, so it is slow and error-prone.
  • Cost and usage reports cannot be produced.

How it works, in four steps

Pick a step to follow the data from the field to the center.

Step 01

Request entry

Web or mobile

Step 02

Approval

Authorizer approves

Step 03

Assignment

Vehicle and driver

Step 04

Notification

The user is informed

Operating principle
  • The employee enters the vehicle request through a web or mobile interface (departure, destination, date and time, number of passengers).
  • The request goes to the authorized person for approval.
  • A suitable vehicle (and a driver, if needed) is assigned to the approved request.
  • The assignment result is communicated to the requester and the relevant people.

Pooling logic

The system combines people heading to similar destinations in a single vehicle, producing a more economical solution with fewer vehicles. Matching criteria: departure time, route proximity and vehicle capacity.

Key features

All features
  • Management of chauffeured and self-driven vehicles
  • Request, approval and assignment process
  • Combining people heading to similar destinations in a single vehicle
  • Driver assignment and vehicle availability tracking
  • Role-based use: requester, approver, administrator, driver
  • Cost and usage reports

Details

Only confirmed values are listed.

Technical specifications

Technical specifications

Technical specifications
FeatureValue / Status
Vehicle typesChauffeured and self-driven vehicles
RolesRequester, approver, administrator, driver
Pooling criteriaDeparture time, route proximity, vehicle capacity
GainNo measured savings (number of vehicles, kilometers, cost) have been provided

System components

System components
ComponentFunction
Request interfaceWeb or mobile; the employee enters the request here.
Approval and assignment moduleAuthorized approval, vehicle and driver assignment.
Pooling logicCombines people on similar routes in a single vehicle.
Management panelRequest list, assignment status, calendar, reports.
NotificationsRequest, approval and assignment notifications.
Integration

Integration

It can connect to fleet tracking, in-house systems (HR, ERP) and map services via API.

It complements the Shuttle Route Optimization Software (Product 12): Product 12 plans regular, recurring shuttle routes, while this software manages instant, individual vehicle requests.

Outputs and reporting

  • Request list and assignment status
  • Calendar view (vehicle and driver availability)
  • Cost and usage reports
  • Management panel
  • Notifications for request, approval and assignment
Installation and support

Support, maintenance and warranty

  • Remote update is supported.
Areas of use
  • Municipalities
  • Public institutions
  • Company and institutional vehicle fleets

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