Setting up a great admin system for your car sharing business

Short answer:

As your fleet grows so will your admin requirements. Making sure you have great systems from the start will make life easier as you start to scale and grow your business or employ others to handle your car bookings.

Create a dedicated email address

Before you list your vehicles with Car Next Door, set up a stand alone email address for all your Car Next Door correspondence.  You can do this using a free Google Account or create a separate email address connected to your business or personal email service provider.  

For example your.name.cars@gmail.com 

We’ve pulled together a bunch of tips for keeping your inbox under control

Consider a separate phone number

Have a separate phone for calls and SMS related to Car Next Door.  If your phone has capacity for multiple SIM cards or an esim, you can create a dedicated phone number from your existing phone.  

A separate phone will mean you can easily keep track of your business calls and keep a dedicated phone for your Borrowers to contact you on.  

You’ll need to ensure you are available to answer calls and messages related to bookings on your cars.

Individual calendars

Using Google Calendar or another calendar program, set up a separate calendar for each of your individual cars. Add service and registration reminders relative to each car into their specific calendar as well as reminders one month prior to servicing or inspections to block out that time, so you don’t have to cancel any bookings at the last minute.  You can see each car's calendar individually or in one view.

Outsourcing your admin

As they scale their business, some pro owners choose to outsource their admin to a virtual assistant or someone on their existing company's admin team. Outsourcing will enable you to offer a higher level of customer service such as personalised welcome and thank you messages and streamline servicing and maintenance.

Pro Owner Experience

Experienced fleet owner Steve has a busy full-time job, so he considers the cost of employing an offshore virtual assistant a great investment.  His VA handles all his car bookings including any contact with Car Next Door, sends personalised messages to Borrowers, checks the before-and-after trip photos for damage, books cleaning and servicing of his cars and prepares monthly reports on his vehicles so he can quickly and easily track his investment. 

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