How many pool vehicles does your organisation actually need — and how are they really being used?
In Formbird FLEET Professionals Community Meet-Up #34, Adam Gristwood demonstrates how booking information, KeyWatcher data and Geotab telematics can be brought together to provide a much clearer picture of pool vehicle utilisation.
We look at new reporting that connects bookings with actual vehicle activity, including distance travelled, driving time, idle and stopped time, unused booking time and individual vehicle utilisation.
The session also explores how this data can help fleet managers identify underutilised vehicles, compare utilisation between locations, assess whether vehicles could be suitable for EV replacement, and make more evidence-based fleet planning decisions.
We also demonstrate two recent Formbird FLEET improvements:
- A clearer way of displaying overdue bookings in the booking calendar
- Improvements to Daily Driver Checklist reporting, including visibility of operator comments even when a check has been passed
The discussion includes a practical example from Cardinia Shire Council about using real utilisation data to determine whether retained pool vehicles are still required and whether vehicles could be better distributed between locations.
Formbird FLEET Professionals Community
These regular meet-ups bring Formbird FLEET users together to see new functionality, share ideas and help shape future improvements to the platform.
Our next meet-up is Thursday, 3 December 2026, featuring the Formbird FLEET Power Users Roundup — including recent vehicle booking improvements, hire rate calculations and some of the hidden gems inside Formbird FLEET.
Video chapters
00:00 Introduction – Pool Vehicle Utilisation & Data-Driven Fleet Planning
01:26 Evolution of the Formbird FLEET booking system
03:30 Connecting bookings, KeyWatcher and telematics data
05:07 Booking Activity & Utilisation Report
07:15 Analysing utilisation by individual vehicle
08:41 Booking Behaviour Report – understanding how people use vehicles
10:23 Drilling down into individual bookings
11:20 Booking Telematics View – mapping actual vehicle trips
13:20 Discussion – what can the utilisation data tell fleet managers?
14:34 Cardinia Shire Council – determining how many pool vehicles are really needed
17:08 Identifying the most and least utilised vehicles
18:42 Comparing vehicle utilisation between locations
19:57 New feature – overdue bookings in the booking calendar
23:38 Daily Driver Checklist reporting improvements
26:01 Open discussion
26:58 Wrap-up and next Formbird FLEET Meet-Up
27:16 Coming next – Formbird FLEET Power Users Roundup
