Fleet Booking Process

This is just a reminder of how to use our fleet booking system to book a car or a bike. It is important that our vehicles get used as much as possible. You do not have to pay for fuel when using the fleet as each vehicle has a BP fuel card. 

You can book a vehicle for anything from a few hours to a few days. The vehicles are located with custodians who use the vehicles themselves, are prepared to host a vehicle and are relatively near to other members. The choice of custodian and therefore the locations of the vehicles may change over time and this will be reflected in the booking system. You can only book a fleet bike if you have an IAM or RoSPA pass and you have had a fleet bike familiarisation session with Duncan Woods, John Brown or Ian Hunt but there are no such restrictions on using the car.

To book a vehicle use this Fleet Booking Link to view the spreadsheet of vehicles and the locations of their custodians. The spreadsheet has links to calendars for each vehicle which show existing bookings.

To get a nice blocked-out time display in the calendar select the “Week” option at the top-right. If you are using a mobile device you may see options “Mobile” and “Desktop”; choose “Desktop” for a better view.

After viewing the availability on the calendar you can book a vehicle by clicking its booking link in the spreadsheet to launch a form. After submitting the form you will get an acceptance or rejection email, similar to that when booking a night rota slot. The custodian of the vehicle will also be notified of any successful bookings.

Please book for your intended use, rather than periods that include long rest times where the vehicle might be used by someone else. But do feel free to book for more than one day if required.

After you have made your booking please contact the custodian of the vehicle to arrange the handover. 

If you need to change or cancel a booking contact the Fleet Manager or Chair via WhatsApp or email.

Remember to add the link to your phone home screen or browser favourites so you can easily make a booking whenever you are online.

Please ask the Fleet Manager if you have any questions or encounter any problems with the booking system.

 Notes on vehicle usage:

Please log handover times and mileages in the log book that’s kept with the vehicle.

When using a bike please take care with the side stand as falls have happened.

Please remember to switch off the electric car, it is silent so it's easy to unintentionally leave it on.