If your organization has shared company cars or a carpooling scheme, you can make them bookable through the Web Portal without any additional tools. The setup repurposes Workplace's resource and floor plan infrastructure to create a dedicated booking page for vehicles.
This works by creating a car resource type, mapping each vehicle as a desk on a floor plan, and surfacing everything through a custom Calendar page. Employees book cars the same way they book desks or rooms, and the Description field in the booking dialog gives them a place to leave handover notes.
In this article:
Prepare a spreadsheet to use as your vehicle floor plan.
Create a Car resource type in the Admin Portal.
Set up a custom Calendar page for car bookings.
Create amenities to categorize vehicles by type.
Create a dedicated location for company cars.
Map each car as a resource on the floor plan.
Before you begin
You need Admin access in the Workplace Admin Portal.
Decide on the vehicle details you want to track (for example, type, model, plate number, and location). You will use these as columns in your spreadsheet.
How the setup works
OfficeRnD Workplace does not have a native vehicle booking feature. This setup uses the desk booking infrastructure to achieve the same result. Each car becomes a bookable desk resource on a floor plan, where the floor plan image is a screenshot of a spreadsheet listing your vehicles.
The custom Calendar page brings all car resources together in one view in the Web Portal. Employees can filter by vehicle type using amenities, select a car, and complete a standard booking. The Description field in the booking dialog is useful for noting details such as where the car will be parked on return.
Step 1: Prepare the vehicle spreadsheet
The spreadsheet serves as the visual floor plan for your cars. Each row represents a vehicle, and the Status column is where car resources will be placed in the floor plan editor.
Create a spreadsheet with 1 row per vehicle. Include columns for the details you want to display, such as type, model, plate number, and location.
Add a Status column and leave its rows empty. This is where you will place the car resources on the map.
Save a screenshot of the spreadsheet as an image file (.jpg or .png).
Tip: You can use emojis in the Type column to visually distinguish vehicles, for example, ⚡ for Electric or 🌿 for Hybrid.
Step 2: Create the Car resource type
Resource types define the category of bookable resources. You must create a Car type before you can create individual car resources.
In the Workplace Admin Portal, go to Settings > Advanced Settings > Resource Types.
Click Add Resource Type.
In the Title field, type "Car".
In the Type field, type "Car".
Select the car icon from the Icon drop-down menu.
In the Office Map Resource drop-down menu, select Desk.
Select Bookable as the booking mode.
Select the Booking Mode: Time or Date.
Click Add.
Step 3: Create the car bookings page
Next, you must create the car booking page. The custom Calendar page is what employees see in the Web Portal. It shows all car resources in a single bookable view.
Go to Settings > Advanced Settings > Employee Apps and open the App Pages tab.
Scroll to the Custom Pages section and click Add Page.
Configure the page:
Set the Order to control where the page appears in the Web Portal navigation.
In the Title field, enter a name (for example, Company Cars or Carpooling).
Select the car icon from the Icon drop-down menu.
In the Type drop-down menu, select Calendar.
In the Resource Type drop-down menu, select Car.
In the Default View drop-down menu, select Office map.
Click Add.
Step 4: Create amenities for vehicle types
Amenities act as filters on the booking page. Create 1 amenity for each vehicle category you want employees to filter by, such as vehicle type or fuel type.
Go to Workplace > Amenities.
Click Add Amenity and create an entry for each category. For example, create Electric and Hybrid to differentiate vehicle types.
Note: Amenities you create here will appear as filters on the car booking page in the Web Portal. Employees can use them to quickly find a specific type of vehicle.
Step 5: Create the company cars location
Each floor plan in Workplace belongs to a location. Create a dedicated location to house the vehicle floor plan.
Go to Workplace > Locations.
Click Add Location and create a new location. Name it something clear, such as "Company Cars" or "Carpooling".
Click Add.
Once the location is created, click Add Floor and configure it:
Enter a name for the floor (for example, "Fleet" or "Company Cars").
Upload a screenshot of the spreadsheet you saved in Step 1 as the office map image.
Click Add.
Step 6: Map cars on the floor plan
Place each car as a resource directly on the spreadsheet image. Position each resource in the Status column of its corresponding vehicle row to keep the map readable.
Open the floor plan of the location you created in Step 5.
In the floor plan editor, click Add Desk and select Car.
Place each car resource in the Status column of its corresponding row on the spreadsheet image.
Click a car resource and select Edit Car.
Select the amenities that apply to that vehicle, and configure any booking options specific to it.
Click Update.
Repeat for each vehicle.
What employees see
Once the setup is complete, the car booking page is available in the Web Portal under the name you configured. Employees can filter by amenity to find a specific vehicle type, then select a car to open the standard booking dialog.
The Description field in the booking dialog is particularly useful here. Employees can use it to note where they will leave the vehicle upon return, reducing the need for separate handover communication.
FAQ: Carpooling
Can employees see which cars are already booked?
Yes. The Calendar view on the booking page shows current and upcoming bookings for each vehicle, just as it does for desks and meeting rooms.
Can I add more vehicles later?
Yes. Update your spreadsheet to include the new vehicle, take a new screenshot, and replace the floor plan image. Then add the new car resource in the floor plan editor, following the same steps in Step 6 ↑.
What happens if 2 employees book the same car at the same time?
OfficeRnD Workplace prevents double bookings. The second booking attempt will fail, and the employee will be prompted to choose a different time or vehicle.
Can I restrict which employees can book certain cars?
Yes. Use booking policies on the car resource to control who can book it and under what conditions.