How Do I - Pool Cars

Set up a new employee on the pool car system?

As a line manager you have to authorise your new member of the team to access our pool cars. You should check the validity of the driver's licence before you complete this form and then submit it to, who will then action the application.

Book a pool car?

Before you can use the system you will need to complete a ‘Pool Car Consent Form’ on the Employee Portal. The form can be found under ‘Forms’ and instruction can be found under ‘Web Links’ or

Education users (usually have in the email address)

If you do not have access to the Employee Portal contact ICT and provide them with your employee payroll number and a valid council email address. If you do not have a valid council email address you will need to get a car pool consent form raised by your admin team.

Once completed, the form will be automatically submitted to your line manager for authorisation. Fleet services will then upload your details to the booking system and you will receive an email confirming that you have been authorised. Once you have received confirmation that you are authorised please use the below link to access the new Pool Car Booking System.

A user guide can be accessed below car portal user guide.pdf

Please be aware that the new Pool Car Booking System will allow charging for bookings, this will be on an hourly or part thereof basis and will be charged direct to the user department. The current hourly rate will be charged at £3.00 per hour.

Should you have any queries regarding the application form or the pool car booking system please contact Fleet Services on 01343 557 317.

Refuel a pool car?

Each vehicle is supplied with a refuelling key fob which allows the vehicle to be refuelled at the following sites:

Elgin: Ashgrove Depot, Ashgrove Road, IV30 1UU. Open 7.30am – 5pm, Monday to Friday.

Forres: Waterford Depot, Waterford Road, IV36 OTN. Open 24 hours, 7 days a week.

Keith: Bridge Street Depot, AB55 3HJ. Open 7.30am – 4pm, Monday to Friday.

Buckie: Freuchny Depot, Cunningholes, AB56 2DA. Open 7.30am – 4pm, Monday to Friday.

Read more about refueling pool cars, including maps of refueling depots.

Report a fault with a pool car?

Faults or damage to pool cars should be reported using this form. If it affects the safety of the car and you don’t believe it can be used until repaired, call 01343 557333 immediately.

View breakdown procedure (PDF)