Vehicle Rental Monitoring and Digitalization for Enterprise with Xmarton Solution

Client Brief – Vehicle monitoring, usage control, and process digitalization.

Czechocar, operating the Enterprise car rental service, sought a solution to digitalize the processes related to vehicle rentals. The main goal was to electronically manage vehicle handover protocols, which would automatically be stored in a unified system that tracks vehicle data, including photos, reported damages, and ideally, damage reporting that could also be done electronically, with the information added to the database, along with photos.

Additionally, there was a need to monitor when a vehicle leaves the authorized rental area, as certain vehicles are only meant for use within the Czech Republic. The system was also required to automatically identify which vehicles are available at which branch based on the vehicle’s location.

A key aspect of control was monitoring the vehicle's mileage. Clients could be notified during the rental period if they exceed the permitted mileage, and an additional fee would be charged for exceeding the limit.

Xmarton Optimization of the Original Brief - Automation and GDPR-Friendly Monitoring Optimization

During the initial analysis, we expanded the brief by modifying the detailed monitoring behavior. The system no longer proactively displays vehicle location and driving details. The exception to this rule is when the vehicle is in the pickup or return parking area or has left the authorized zone, or if an unusual event such as towing, potential theft, or an accident is detected.

The Challenge – Maximizing Simplicity in Handover Protocols Using Known Information

To simplify the handover protocol, we created a QR code for each vehicle. When scanned, the protocol is pre-filled with all known vehicle information (type, license plate, VIN, mileage, condition, including any damages). If the reservation system is used, the information about the person picking up or returning the vehicle is also automatically added.

Benefits of Collaboration Between Czechocar and Xmarton

The implementation of the monitoring system and digitalization of vehicle handover and tracking processes resulted in the following benefits:

• Increased visibility of where each vehicle is currently available.

• Reduced time needed for vehicle handovers.

• Easier reporting of vehicle breakdowns and damages immediately when the issue occurs.

• Automatic reporting of vehicles that require regular maintenance or servicing.

• Regular reporting of vehicles that have not been used for a long time, making it easier to prioritize their rental.

• Monitoring and reporting of limits set by leasing finance or rental policies.

Our Company’s Contribution:

• Xmarton Hardware – Xmarton Basic Unit

• Xmarton System – Fleet Management, Digital Protocols, Reporting

• Xmarton Solution – Process Digitalization for Vehicle Management and Usage

• Xmarton Technology – Fleet Management Platform with Digitalization Add-ons for Rental and Reporting

This case study demonstrates how our approaches and solutions can lead to significant automation, saving human resources, and reducing the risk of oversight.