Case Study

Vehicle Reservation & Management System

Tools: Power Apps · SharePoint · Power Automate

The Vehicle Reservation & Management System was developed to modernize and unify the company’s entire vehicle booking and management process. Previously, employees reserved vehicles via Outlook, while fleet administration and car handovers were handled in separate tools and Excel spreadsheets. The new system centralizes all these elements into two connected Power Apps — one for users to reserve vehicles and one for management to handle approvals, handovers, and returns — providing a consistent and automated experience across the company.

The Problem

The existing process for managing company vehicles was inefficient and fragmented.

  • Employees had to book cars by creating Outlook meetings, leading to double bookings and confusion.
  • Security staff managed up to ten separate mailboxes to manually approve or deny each reservation.
  • Vehicle handovers and returns were processed through an external app that was losing its license.
  • Vehicle data such as mileage, workshop visits, and TÜV dates were tracked manually in Excel.

This led to high administrative effort, frequent communication delays, and limited visibility into vehicle status or upcoming maintenance.

My Role

I served as the sole developer and project lead, responsible for the entire lifecycle — from requirements analysis, architecture design, and implementation to testing, rollout, and documentation.

  • Designed and built both Power Apps from scratch
  • Created and connected multiple SharePoint lists and Power Automate flows
  • Implemented approval logic, dynamic filtering, and data synchronization
  • Collaborated with marketing for PDF and design alignment
  • Delivered full deployment, user onboarding, and technical support

The Process

As the sole developer, I was responsible for the complete design and implementation of the system. I analyzed the existing workflows, identified bottlenecks, and defined a digital process that would require minimal manual input while staying compliant with company guidelines.

The new process flow became:

  1. Reservation:

    2. Employees submit requests directly in the app; cars are filtered by availability and type.

  2. Approval:

    3. Authorized staff review requests and approve or deny them through automated notifications.

  3. Handover:

    4. The approved reservation data is automatically transferred into the handover form, reducing manual entry.

  4. Return:

    5. Upon vehicle return, the system pre-fills return details and updates mileage.

  5. Management:

    6. The fleet management team maintains vehicle data, including TÜV reminders, service entries, and status updates, within the same system.

All PDF handover and return protocols follow the company’s corporate identity, using layouts provided by the marketing department.

The Solution

The system was built entirely on the Microsoft Power Platform, combining:

  • Power Apps for the Reservation and Management apps
  • SharePoint for structured data storage (vehicles, reservations, protocols, users)
  • Power Automate for approval flows, email notifications, and data updates
  • Encodian for PDF generation and document management

Key features include dynamic car availability filtering, automated data transfer between reservation and handover stages, and automatic updates to vehicle mileage and TÜV schedules.
Although no offline mode or responsive layout was required, both apps were optimized for desktop and tablet use within the corporate environment.

Results & Impact

The rollout of the new system significantly improved both user and administrative efficiency:

  • Eliminated manual Outlook and Excel-based processes
  • Reduced administrative workload through automated data transfer
  • Streamlined handover and return operations, saving time and preventing data errors
  • Improved transparency for users to view and manage their own reservations
  • Centralized all fleet management tasks — including reminders for TÜV, maintenance, and vehicle availability — into one unified system

The solution is now used by around 200–300 employees for reservations and 5 fleet management staff for vehicle administration, creating a sustainable and scalable foundation for the company’s future digital processes.