Digital fleet transformation: maintenance-free corporate carsharing

Key project information

The startup Ecologic.io approached our team with the idea of creating a comprehensive solution that would allow companies to manage company cars without involving the administration department. Corporate clients needed a solution that would enable vehicle booking via a mobile app, automatic key issuance, and digital trip settlement, eliminating paper processes and human error. Our team developed the full technical concept and system architecture for Ecologic.io Corporate Car Sharing – from integrating the mobile app with IoT devices (KeyBox), through the backend fleet management platform, to the automatic generation of protocols and usage reports.

About the client

Ecologic.io is a dynamic technology startup that has been setting the direction for digital transformation in the fleet management industry for over a decade. Since its inception, Ecologic.io has consistently built its position as a leader in the Corporate Car Sharing and Fleet Automation segment, combining mobile technologies, IoT, and machine learning into a coherent, scalable SaaS solution. The company’s systems are used by major brands, including Unilever, Philip Morris, PKO Leasing, Santander, and Provident, providing them with full transparency and control over fleet utilization.

Initial requirements

The Ecologic.io team approached us with an ambitious goal: to create a comprehensive platform that would enable enterprises to run a fully maintenance-free carpooling system — from vehicle booking to automatic settlement.

At the start of our cooperation, the fleet market lacked a solution that could seamlessly connect three areas:

1. real-time vehicle availability management, 
2. automatic key issuance and return, 
3. full digitalization of protocols and usage reports. 

Ecologic.io wanted the entire process — previously based on Excel spreadsheets, email communication, and physical key exchange — to be transformed into a digital ecosystem connecting the user, the fleet, and the infrastructure.

Challenge

The project to create the Corporate Car Sharing system for Ecologic.io was a complex engineering undertaking, requiring the combination of physical infrastructure with a digital fleet management platform.

The biggest challenge proved to be developing a manageable and secure key dispatch architecture that could function in dispersed corporate environments – often with different network infrastructures, security policies, and integration standards.

Each KeyBox had to operate as an autonomous IoT node – capable of communicating with a central server, validating bookings in real-time, and synchronizing key status with the user’s mobile app. These devices required stable communication via secure channels (HTTPS/MQTT), as well as resilience to local network failures or data transmission delays.

From a systemic perspective, it was crucial to ensure:

• central management and monitoring of thousands of KeyBox devices from the administrative panel, 
• modular integration with the client’s infrastructure – including Active Directory, VPN, ERP systems, and HR tools, 
• synchronization of data on users, bookings, and vehicles between multiple cloud and local environments, 
• and maintaining data consistency in offline and emergency scenarios.

Additional complexity was introduced by the fact that the system was to be implemented for clients with varying technological maturity – from global corporations with extensive IT infrastructure to medium-sized companies using local servers.

Project goals

The goal of the cooperation with the Ecologic.io team was to create a scalable, maintenance-free carsharing platform for corporate fleets, capable of operating in various IT environments and in full compliance with clients’ internal security policies.

Key project goals included:

1. Automation of fleet processes – full elimination of manual booking handling, key issuance, and paper protocol maintenance. 
2. Central management of KeyBox devices – the ability to remotely configure, monitor, and update thousands of key boxes in various client locations. 
3. Integration with corporate IT infrastructure – ensuring compatibility with Active Directory, ERP, VPN systems, as well as SSO and security audit standards. 
4. Ensuring high availability and system resilience – maintaining a 99% SLA and the ability for uninterrupted operation even during temporary connectivity losses. 
5. Standardization of settlements and usage reports – automatic generation of protocols and trip histories for each driver, available online for HR, finance, and administration departments. 
6. Scalability and deployment flexibility – an architecture enabling the support of thousands of vehicles and users, with the ability to adapt to the fleet policies of various clients.

Solution description

The Ecologic.io Corporate Car Sharing system we designed was based on a modular architecture that combines the user’s mobile app, cloud backend, KeyBox device management system, and an administrative panel for fleet operators.

The whole creates a coherent ecosystem enabling full, digital management of pool cars — from booking and vehicle pickup to trip settlement and reporting.

Mobile layer

The mobile app serves as the user’s point of contact with the system.

It allows for:

• real-time booking of available vehicles,
• key pickup and return via authorization in the KeyBox,
• reporting events, damages, and inspections,
• enabling private driving mode and automatic route settlement.

IoT Layer – Ecologic KeyBox

A key element of the system is the intelligent KeyBox, equipped with network communication modules and access controllers.

Each box operates as an autonomous IoT node that:

• connects to the cloud API via a secure channel (HTTPS/MQTT),
• verifies the driver’s booking,
• issues or accepts the key according to permissions,
• synchronizes key status data in real-time.

The system manages thousands of KeyBoxes in multiple locations, enabling central monitoring, remote firmware updates, and real-time diagnostics.

Administrative panel

The web panel provides fleet teams and IT administrators with:

• full insight into vehicle availability and history,
• the ability to manage users and permissions,
• real-time view of KeyBox status,
• generation of reports, protocols, and service alerts.

The implemented system supports SSO, LDAP integration, and corporate access policies, enabling its launch in organizations with high IT security requirements.

Results and business effects

The implemented Ecologic.io Corporate Car Sharing system revolutionized the way pool cars are managed in corporate organizations, ensuring full process automation, scalability, and operational reliability.

Business effects for Ecologic.io clients

• Reduction of fleet administration costs by 30–40% thanks to the elimination of manual processes. 
• Reduction of booking handling time from several minutes to a few seconds. 
• Increase in fleet utilization by 20–25% thanks to a central availability calendar. 
• Full transparency and accountability of vehicle usage – every booking, issuance, and return is digitally recorded.

The Ecologic.io system has become a key tool for fleet and administrative departments, supporting the digitalization of operational processes and the achievement of environmental, social, and governance (ESG) goals.

Client testimonial

From the beginning, we knew we wanted to create something more than a fleet management app; our goal was to build an infrastructure that would allow companies to run corporate carsharing in a completely maintenance-free way. The technology partner we have been working with since day one helped us translate this vision into a stable and scalable system that has been operating in production continuously for many years.