The whole solution in a nutshell 

Industry Public Administration / City Hall 
Technology Microsoft 365, SharePoint Online, Microsoft Teams 
Result: Clear and centralized reservation system for the city fleet 

The city of Košice manages an extensive fleet of vehicles used by employees in their day-to-day work activities. The original reservation method was done verbally or individually via emails and unclear communication, without a clear overview of vehicle availability, usage, or technical condition. 

The goal of the project was to create simple and centralized reservation system, which will improve planning, reduce administration, and provide the administrator with accurate data on vehicle utilization. 

Facts in numbers 

Users: Magistrate employees across departments 

Platform Microsoft 365 / SharePoint Online 

Integration Microsoft Teams 

Solution type: Internal booking application 

Benefit Overview, speed, and better fleet utilization 

Solution 

Before Košice, we developed a reservation application for city cars, which is part of the city's intranet. Employees have an up-to-date overview of vehicle availability and can reserve them quickly and intuitively, without the need for email communication.  

The system allows: 

• real-time vehicle reservation, 
• evidence of car lending and returning, 
• Vehicle reservation approval process, 
• trip history and usage overview, 
• clear fleet management, 
• evidence of the technical condition, 
• sharing one vehicle by multiple employees during the day. 

Technology and functionalities 

The solution is built on SharePoint Online and fully integrated into Microsoft Teams, making it a natural part of employees' daily work on both desktop and mobile. 

Key functionalities include: 

• detailed vehicle evidence including technical parameters, 
• Tracking of technical inspection, emissions test and toll sticker validity, 
• Overview of vehicle technical condition and documentation., 
• car selection based on specific needs (e.g., air conditioning, vignette, cargo space), 
• automatic notifications for user and administrator.  

Result 

The reservation system brought to the city of Košice: 

• better overview of fleet utilization, 
• significant reduction in administrative burden, 
• faster and easier booking process,
• effective approval of trips by direct supervisor, 
• more efficient planning and management of city vehicles. 

The solution has become a practical tool for daily work and has shown that even small internal applications can have a large impact on the city's operational efficiency.