Managing vehicles

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1. Managing vehicles

The home portal of this tab gives you access to the list of vehicles present on your fleet and allows you to perform a search according to several criteria: 

This list therefore consists of information particular to each vehicle along with the location of the city and the car park used, the make and the model, the category of vehicle (city cars, saloon, etc.), the licence plate, the kilometres covered, a photograph, the monthly average no. of kilometres that the vehicle is supposed to cover, the status of the battery and, finally, the quality of the network.

You can also modify a sheet by simply clicking on  .

1.1. Vehicle form

Essential function of the e-Colibrimanagement platform, the vehicle form allows you to add any information to the system about your take-home vehicle. 

Vehicle form

Vehicle specifications

This boxed text lists all the general information related to your vehicle. Firstly, you can choose to activate or deactivate the vehicle, as appropriate: if you deactivate it, the vehicle will no longer be visible on the reservation platform.

The compulsory information is the licence plate, the make, the model, the category and the type of engine. You must also enter the city and the car park at which the vehicle is located.

All this information must be accurate. Otherwise, your subscribers will not be able to effectively reserve vehicles. You may also add additional information about the renting and assisting parties and the call centre related to the vehicle, in the event that the vehicle is affected by a problem.

By clicking + details, you access a new set of fields to be completed. Such as the vehicle’s energy consumption and also the vehicle’s capacity (these data will be displayed on the reservation platform).

You must also enter information about the rent of the vehicle, the cleaning cost and the call centre.


In the options, you can indicate whether or not there is a presence of equipment within the vehicle to ensure that subscribers have access to comprehensive information during the reservation.

Remote actions

Besides centralising all the information necessary for the management of your fleet, the vehicle sheet enables you to carry out remote actions on vehicles equipped with the e-Colibri carsharing solution. If necessary, you can therefore unlock or lock doors or even control the immobilizer. 

The “Geolocate” button in the top left of the sheet also enables you to locate the vehicle if necessary.

These actions are particularly practical if your subscribers encounter issues during the reservation of a vehicle: firstly, they can contact you and provide you with the reference of the car in use so that you can perform a remote operation.

Carsharing system information

This section of the sheet provides information related to the use of your vehicle in the context of the e-Colibri carsharing solution. As part of the service, the immobilizer must be activated. The vehicle cannot actually be used unless the subscriber reserves it and receives the corresponding card. Otherwise, the vehicle may not be used.

Box information

This boxed text is more technical and lists any information relating to the on-board equipment of the vehicle. The box version, and also the calculator and operator’s telephone number (for communication purposes). This section can also be used to enter the minimum battery limit for this vehicle. If the system detects that the battery is below this limit, it will send a battery alert to the dashboard of the management platform.

Finally, you may specify whether the vehicle can be reserved on the fly and whether it is equipped with a reservation end date button.

Car park manager

When you select the car park in the first part of the vehicle sheet, this information will automatically be entered so that you are aware of the person responsible for the site at which the vehicle is located.

Haul law

Considered to be a very important piece of information in the context of your fleet management, the monthly average number of kilometres that the vehicle is supposed to cover must be entered on your vehicle sheet. Firstly, you must enter the entry and exit dates of the vehicle to and from your fleet. Then the start and end number of kilometres. Based on this information, the system will calculate the number of kilometres covered to date and the percentage of time and distance. The ratio between these two numbers will give you an accurate indication of the rate of use of your vehicle and its profitability.


In this maintenance section, you may indicate the vehicle assembly and disassembly dates (in the event of on-board equipment). You can also indicate to the system that the vehicle has been returned: it will no longer be shown in the search results on the reservation platform.

To further centralise the information, you can also indicate the date of the next technical inspection to schedule the vehicle’s maintenance in advance.


This is where you can associate the vehicle with a specific contract. If subscribers do not have access to this contract, they will not be able to reserve the vehicle in question (it will not be shown in these search results).


The Reservations tab presents all reservations of the vehicle since it entered service. For each reservation, you can access more information by clicking the subscriber’s name or even the reservation code.

Historical records


The History tab gives you an overview of all the actions carried out on the sheet you are using along with the following information:

  • Modification dates
  • Author of the modification
  • Modification implemented

That enables you to track all the changes made in order to retrace steps more quickly if necessary.

Parking history

If a vehicle is returned from one site to another, the information will appear in this boxed text.


Alerts relate to the various information reported by the calculator indicating a communication problem between the vehicle and the system. That may arise, for example, from an invalid card being swiped.

Status of the vehicle

Status of the vehicle

The condition image is interactive: the manager can click 6 different areas to identify a fault with the vehicle. 


In the Vehicle Condition tab, you have access to all vehicle condition reports (or check-in/check-out) produced by your subscribers in relation to the vehicle. This shows the evolution of the vehicle condition and also the subscribers’ perception of the service. Users can actually note both the interior and exterior condition of the vehicle to give you an overall assessment of their user experience.

If necessary, you can add a new condition report manually from the management platform by clicking the icon  located on the right of the table. When the report page is displayed, select the reservation concerned from the drop-down menu. You must then specify whether this is a vehicle condition report at the start or end of a reservation, and note the interior and exterior condition of the vehicle. When this information has been completed, click the Create button located on the top right of the page. The new condition report will now appear in the Vehicle condition tab of the sheet.


No action can be taken on the Faults boxed text: the manager can simply view all the faults reported by subscribers in relation to the vehicle. To facilitate the review, the manager may export the data by clicking the icon .


The Statistics tab provides a graphic summary of the data concerning the use of the vehicle. Use by contract, rate of actual use of the vehicle, number of reservations, distances covered: any figures which allow you to quantify and analyse, in a more precise fashion, the use of the vehicle by your subscribers as part of the carsharing service.


This section of the vehicle sheet presents all the actions carried out on the vehicle, with the date of the operation, any remote action performed and any optional comments.

1.2. Resynchronization of a vehicle

Procedure to follow

During a reservation in progress, two cases may arise:

The vehicle will not open
The vehicle has remained open

The vehicle is therefore out of sync with the system. This desynchronization occurs when a subscriber has used the vehicle keys instead of the card to open or close the doors. In order to resynchronise it, there are two different steps to follow.

First case: the vehicle will not open

In the first case, the user can pick up the duplicate set of keys for the vehicle from the manager in order to open or close the vehicle.

Second case: the vehicle has remained open

If you do not have access to the duplicate set of keys, you can follow another procedure.
1 Create a new reservation (in your or the subscriber’s name).
2 Return to the vehicle and get in.
3 Lock yourself in the vehicle using the centralisation button.
4 Activate the reservation by swiping the card over the reader inside the vehicle: the doors will open automatically.
5 Start the vehicle.
6 Standard reservation end procedure for the subscriber:
End of reservation
Locking of the vehicle

New reservations are now possible!

2. Vehicles timetable

This page allows you to perform a search to check the availability of one or more vehicles.

After entering several criteria such as the desired period, the make of the vehicle or even its location, you will be shown a set of available time slots (or not as the case may be) for the reservation of this kind of vehicle.

Understanding the vehicle timetable

The vehicle timetable presents in calendar format the reservations of your vehicles over a day or a week. By clicking the time slot of the reservation, you can view more details about it (reservation code, theoretical/actual start and end date, etc.). A right click provides access to the reservation sheet, the sheet of the subscriber in question and the vehicle sheet.

3. Drivers

If your fleet has access to car or motorbike drivers, you can access the list of the various employees along with their surnames, forenames and date of registration on your platform.

4. Anomalies

If a vehicle is found to be faulty, the information reported by your subscribers will appear on this summary page. Your employees may send photographs which are taken directly using the e-Manager mobile application.

This functionality enables you to optimise any repair plans for your shared vehicles.

5. Vehicle costs

We realise that knowledge of TCO (Total Cost of Ownership) is very important for fleet managers. That is why a page dedicated to the vehicle cost is available on your management platform. The page allows you to filter vehicles registered on the system and to view details of the use and costs associated with each of them: 

  • Number of times this vehicle has been reserved
  • Duration of actual use 
  • Percentages of pro/perso use 
  • Average reservation duration 
  • of kilometres covered
  • Fees associated with the maintenance and monitoring of vehicles: tyres, maintenance, cleaning, call centre
  • Professional and personal rental amounts
  • Margin recorded (pro and perso) 

6. Maintenances

This section of the Vehicle part makes it easy for you to coordinate any maintenance operations which are necessary or have been carried out on the vehicles of your fleet.

You can therefore manage and consult the following:

Maintenance operations to be scheduled
Maintenance operations scheduled
Maintenance operations carried out
Weekly maintenance timetable

6.1 Creating a maintenance operation

To create a new maintenance operation, go to the Maintenance page and the Vehicle tab of your vehicle management platform.

When this page is displayed, click the icon    on the right of the maintenance list. You have now accessed the maintenance sheet. You must enter the vehicle concerned by the maintenance operation: when the vehicle has been selected from the drop-down menu, the other fields will be completed automatically. The maintenance designation must be completed in order to identify it on all other interfaces.

Also select a start and end date for your maintenance operation: this information will make it impossible to reserve the vehicle during the time of the operation. Finally, select the person responsible for scheduling the maintenance (in general, the fleet administrator or the repair manager), the contract associated with the vehicle and plan.

Click on the “Schedule” button located on the right of the screen to validate the maintenance operation: the maintenance on your vehicle is now registered on your timetable! If subscriber reservations are already present in this time slot, the “Migrate” button makes it possible to plan the maintenance while offering subscribers a replacement vehicle.

7. Fines

Following receipt of a violation notice, you may directly register the fine on the e-Colibrimanagement platform. You can therefore directly pair the information contained in the notice (date of violation, licence plate, etc.) with the data recorded in the system in order to allocate it to the subscriber concerned.

8. Convoying

Newly added, we are now able to offer you a vehicle transport service. Particularly useful if a vehicle is returned to a garage or if a vehicle is to be transported from one site to another, a transport service can be organised from the transport sheet.

When this sheet is displayed, several fields must be completed in order to schedule the operation with the transporter.