For organizations that manage a shared fleet, vehicle reservations that run on email requests and verbal approvals create a predictable set of problems. Two employees book the same vehicle for the same day. A manager approves a request they should not have — because no one checked availability before responding. The vehicle supervisor has no visibility until the vehicle is already gone. And when something goes wrong, there is no documented record of who authorized what.

The Vehicle Reservation template for SharePoint, built with Infowise Ultimate Forms, replaces this with a structured three-stage process that ensures every reservation is properly submitted, reviewed, and authorized — inside SharePoint, without any development work.

How it works

The template manages three connected stages:

Initial entry — an employee submits a reservation request through a structured SharePoint form, capturing the vehicle type required, the pick-up and return dates, and the pick-up and return locations. Any authorized user can submit a request. The structured form ensures all necessary information is captured consistently before the request enters the approval process.

Manager approval — the request is routed to a manager for review. Users in the Vehicle Managers site group can approve or reject the request at this stage. The manager sees the full reservation details and takes their decision directly within the form — no separate email thread, no manual status update required.

Vehicle Supervisor handling — once the manager has approved, the request moves to the Vehicle Supervisor stage. Users in the Vehicle Supervisors site group review the approved request, make the final authorization decision, and can add any additional documents or information relevant to the reservation — insurance paperwork, vehicle condition notes, or usage instructions. The complete record is stored in SharePoint with all attachments linked to the reservation.

What you get

• A structured reservation request form capturing vehicle type, dates, and locations — consistent across every submission
• A two-stage approval process with defined role-based access at each stage, enforced through SharePoint site groups
• Vehicle Managers and Vehicle Supervisors each see and act on only what is relevant to their stage
• All reservation records stored in standard SharePoint lists — searchable, filterable, and fully auditable
• The approval process is fully configurable to match your organization's specific authorization requirements, without writing any code
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

Like all Infowise solution templates, the Vehicle Reservation system uses no external data storage and no custom interface. Every reservation request, approval decision, and supporting document is stored in regular SharePoint lists. The system can be extended or adapted at any time — adding columns, adjusting approval stages, or modifying views — directly in the browser, by the administrator who manages the site.