Which vehicles and pools you can book
Self-service booking only ever shows you the part of the fleet you are entitled to use. This article explains how vehicle pools (Fahrzeug-Pools) determine which vehicles you can book, and why a vehicle might not appear in your availability list.
Pools decide access
Vehicles are organized into pools, and your access is granted at the pool level, not per vehicle. When you search for an available vehicle, the system first works out which pools you can access, then offers you the eligible vehicles inside those pools. You get access to a pool in one of two ways:
- Shared pools: a pool flagged as a shared pool (Gemeinschafts-Pool) is automatically available to every driver in your organization — no explicit assignment is needed.
- Assigned pools: a fleet manager can explicitly assign you to additional, non-shared pools. Those vehicles then appear for you too.
There is no automatic access to a non-shared pool: unless a pool is shared or you have been assigned to it, its vehicles will not appear in your search.
The common pool
Each organization can designate one pool as the common pool. It behaves like any other pool for access purposes — you must either have it shared with you or be assigned to it — but fleet managers see its vehicles across calendar views by default. If you are unsure whether you can book from the common pool, check your accessible pools or ask a fleet manager to assign you.
Which vehicles show up for a given window
Within the pools you can access, a vehicle only appears as bookable when all of these are true:
| Condition | Why it matters |
|---|---|
| Vehicle is active | Decommissioned or inactive vehicles are never offered. |
| Vehicle is assigned to a pool | A vehicle with no pool cannot be self-service booked. |
| No overlapping booking | The vehicle must be free for your entire requested window. |
| Licence requirements met | If enforced, you must hold the required driving licence class for that vehicle. |
Note: Each available vehicle is listed with its licence plate, brand and model, year, colour, and the name of the pool it comes from, so you can tell which pool a vehicle belongs to before you book.
Why a vehicle you expected is missing
- You are not in any pool. If your availability list is always empty, you may not be assigned to any pool and there may be no shared pool. Ask a fleet manager to assign you.
- The vehicle is already booked for part of your window by someone else.
- The vehicle is inactive or has been removed from its pool.
- A licence requirement blocks you for that specific vehicle.
Tip: If you legitimately need a vehicle from a pool you cannot see, contact a fleet manager. Only they can assign drivers to pools; you cannot grant yourself access.
Booking is always for you
Self-service bookings are created for the signed-in driver — you book from the fleet you can access, for your own use. If a vehicle needs to be reserved for someone else, a fleet manager handles that through the manager-assignment workflow rather than self-service.
Related
- Book a vehicle yourself (self-service)
- What the Driver role can book
- Understanding booking conflicts and vehicle availability
- Viewing your own bookings
