HR managers across the globe are grappling with a critical challenge: how to manage employee transportation and company car schemes efficiently whilst attracting and retaining top talent, all whilst keeping within budget.
GT Suite, Fleetondemand's award-winning platform, is transforming the way businesses handle ground transportation for their diverse workforce.
A command centre for company travel; GT Suite is reshaping how companies approach transportation logistics, streamline processes, and create inclusive travel policies that cater to all types of employees.
Here's how GT Suite is bringing a new sense of ease to the traditionally cumbersome process of keeping their workforce mobile, and why HR managers can't afford to ignore it.
Understanding GT Suite
"Our use case initially focused on streamlining our vehicle booking process. Then we realised through conversations with Fleetondemand just how many different use cases GT Suite could address." HR Director (Retail customer).
GT Suite is an innovative approach to managing your company's ground transportation needs. As the flagship product of Fleetondemand, GT Suite offers a fully integrated range of services that cater to diverse business requirements:
Key Services:
- Short-term Vehicle Hire: Access to over 396,000 cars, vans, and specialist vehicles for 1–27-day rentals.
- Flexible Mid-Term Vehicle Hire (Select Plus): Ideal for interim vehicles required for 90 days or longer.
- Flexible Mid-Term EV Hire (EV Plus): A range of electric and hybrid vehicles ideal for longer-term use of 3 months or more.
- International Vehicle Hire: A network of 1.8 million vehicles available across 180 countries worldwide.
- Taxis and Private Hire (FOD Ride): On-demand and pre-booked taxi services for shorter, one-way journeys.
- Car Sharing (FOD Share): Access to over 1,300 shared vehicles across 180 UK locations.
- Pool Fleet Management (FOD Pool): Centralised management of your company pool vehicles via our award-winning GT Suite platform.
The HR Manager's Perspective
HR teams need a way to manage diverse transportation needs without overhauling existing systems – systems that would be too complex and costly to modify extensively.
Many HR professionals feel that while traditional vehicle management systems are familiar, they lack the necessary flexibility and control required for modern, dynamic workforces.
GT Suite uniquely layers a comprehensive transport solution over existing processes with minimal disruption – in stark contrast to both traditional fleet management systems and most mobility solutions on the market, which demand significant operational changes.
"You can apply different booking and vehicle policies to different groups of employees. If you don't have great customisation options for a legacy travel system, you can now create tailored experiences through GT Suite." HR Director (Retail customer).
This retail customer initially focused on streamlining vehicle bookings, quickly realising GT Suite's broader potential - from enabling flexible work policies to replacing costly legacy systems like traditional company car schemes. Today, GT Suite acts as an essential mobility tool for their organisation.
1. Enhancing Employee Experience
The war for talent is fierce and providing a seamless and flexible mobility solution can be a significant differentiator. GT Suite offers employees:
- Convenience: Book rental vehicles or taxis with just a few clicks, 24/7.
- Flexibility: Choose from a wide range of vehicles to suit different needs and preferences (including BEV, PHEV and accessible vehicles).
- Reliability: Access to a well-maintained fleet of vehicles and professional services covering the full lifecycle of the rental vehicle or taxi.
"After implementing GT Suite, we saw a 30% increase in employee satisfaction scores related to business travel. Employees particularly love the ability to book vehicles quickly for last-minute client meetings without the risks and hassle involved in using their own private vehicles for business journeys." People & Culture Manager (Utilities customer).
2. Supporting Flexible Work Arrangements
With remote and hybrid working models becoming more prevalent, GT Suite adapts to these changing needs:
- On-demand Access: Perfect for employees who only need occasional access to vehicles.
- Diverse Options: From short-term rentals to provision of interim pool fleet vehicles.
- Global Coverage: Support for international employees or those on business trips.
"GT Suite's pool fleet management and provision option fits in well with our flexible travel policy. Employees can easily book shared pool vehicles for days they need to travel on business, reducing the need to use their own private vehicles.” HR Partner (Automotive customer).
3. Promoting Sustainability Initiatives
Many companies are setting ambitious sustainability goals. GT Suite aligns with these objectives by offering:
- Electric and Hybrid Options: Through EV Plus, promoting greener transportation choices with the benefit of lower BiK tax for staff.
- Pool Fleet Provision: Providing EV and hybrid vehicle options for business journeys.
- Efficient Fleet Management: Optimising vehicle usage and reducing overall emissions.
"We trialled GT Suite's flexible EV Plus rental service to give our non-company car drivers a taste of electric driving. The results were very positive with most drivers willing to make a switch from ICE vehicles to hybrid and electric hire vehicles for shorter business journeys. This initiative is helping the business to transform our approach to work-related travel." HR Manager (Manufacturing customer).
4. Streamlining Administrative Processes
HR managers often deal with the complexities of travel policies and expense management. GT Suite simplifies these processes:
- Centralised Booking: All ground transportation needs managed through a single platform.
- Policy Compliance: Set and enforce travel policies and authorisation parameters directly within the system.
- Automated Reporting: Gain insights into usage patterns and costs across the organisation.
"So far GT Suite has saved our team approximately 20 hours per week in relation to travel-related admin tasks. The automated reporting feature also helped identify cost-saving opportunities, leading to a reduction in overall travel expenses." HR Analyst (Aerospace customer).
5. Embracing Electric Vehicles
With the UK government's plan to end the sale of new petrol and diesel cars by 2030, GT Suite's EV Plus service gets your organisation ahead of the curve:
- EV Education: Use GT Suite to familiarise employees with electric vehicles and test the suitability of EVs for different purposes.
- Infrastructure Planning: Data from EV usage can inform decisions about workplace charging stations.
- Carbon Footprint Reduction: Demonstrate tangible progress in annual sustainability reports.
"Using GT Suite's EV Plus option allowed us to trial EV suitability for the majority of our existing company car drivers before committing to a lease or purchase. As a result, we have moved over 50% of our ICE vehicle fleet to full electric and hybrid vehicles within the last two years. This move has reduced our carbon footprint and attracted environmentally conscious talent to our organisation." HR Officer (Finance customer).
6. Embracing Flexibility in Workforce Mobility
Our Select Plus and EV Plus vehicle rental services available on the GT Suite platform provide flexibility for organisations managing temporary or flexible employee needs:
- Scalable Solutions: Easily adjust your vehicle fleet size as your workforce fluctuates.
- Probation Period Support: Ideal for new recruits on probation, without any up-front costs or long-term commitments.
- Cost Efficiency: Eliminate the expense of unused leased and purchased vehicles sitting in company car parks.
"Recently, we onboarded a team for a 6-month project and needed a temporary solution to manage their transport needs without overcommitting. The Select Plus 90 day hire service was the perfect solution. We could provide vehicles for the project duration at a fixed rate and simply return them when it ended.” Talent Acquisition Manager (FMCG customer).
A Step-by-Step Guide to Implementation for HR Managers
Step 1: Assess Your Current Mobility Needs
Before diving into implementation, take stock of your organisation's current ground transportation requirements:
- Survey Employees: Understand their travel patterns and preferences.
- Analyse Expenses: Review current spending on taxis, car rentals, and mileage reimbursements.
- Identify Pain Points: Determine areas where the current system can be improved.
Step 2: Customise GT Suite to Your Organisation
Work with Fleetondemand to tailor GT Suite to your specific needs:
- Set Up User Profiles: Define different access levels and permissions based on job roles.
- Configure Booking Controls: Implement approval workflows and spending limits.
- Integrate with Existing Operations: Ensure everything is aligned with your current business processes and reporting structures.
Step 3: Develop a Communication Strategy
Effective rollout requires clear communication:
- Create Educational Materials: Work with your communications team to develop guides and FAQs tailored to your organisation.
- Host Training Sessions: Fleetondemand offers virtual and in-person training options for our GT Suite platform.
- Appoint GT Suite Champions: Identify early adopters who can support their colleagues when using the platform day-to-day.
Step 4: Launch a Pilot Programme
Start with a small group to highlight any potential implementation issues:
- Select a Diverse Pilot Group: Include employees from different departments and locations.
- Gather Feedback: Regularly check in with pilot users and address any concerns promptly.
- Refine Processes: Make necessary adjustments based on real-world usage.
Step 5: Full-Scale Implementation
Once the pilot is successful, roll out GT Suite company-wide:
- Phased Approach: Consider a gradual rollout by department or location.
- Ongoing Support: The Fleetondemand customer support and technical teams are readily available for assistance.
- Celebrate Successes: Share positive stories and outcomes to encourage adoption.
Maximising the Benefits of GT Suite
Data-Driven Decision Making
GT Suite provides rich data that can inform broader HR strategies:
- Travel Patterns: Identify opportunities for cost savings or policy adjustments.
- Sustainability Metrics: Track your progress towards green initiatives.
- Employee Preferences: Gain insights into mobility needs to inform benefits packages.
Enhancing Duty of Care
As a HR manager, ensuring employee safety is paramount. GT Suite supports this by:
- Vetted Providers: All vehicles meet stringent safety standards by our trusted partner network.
- Track Movements: Monitor your drivers’ vehicle and journey details in real-time.
- Customer Support: Access to a dedicated support team, ensuring peace of mind.
- Risk-Free: Avoid the grey fleet risks of staff using their own private vehicles.
Supporting Diversity and Inclusion
GT Suite's flexibility caters to diverse employee needs:
- Accessibility Options: Adapted vehicles suitable for employees with disabilities.
- Cultural Sensitivity: Options that respect different cultural and lifestyle preferences.
- Family-Friendly Choices: Vehicles suitable for employees with family responsibilities.
The Complexities of Company Car Schemes
While GT Suite offers numerous benefits, it's important to understand the nuances of company car schemes:
Benefit in Kind (BIK) Considerations
Company cars are subject to Benefit in Kind (BIK) tax, which can significantly impact the overall value of the perk:
- Electric Vehicles: Currently offer the lowest BIK rates, making them an attractive option.
- Hybrid Vehicles: Offer moderate BIK rates, balancing performance and tax efficiency.
- Petrol/Diesel Vehicles: Generally, have higher BIK rates, which may be less appealing to employees.
"We found that switching to electric cars through EV rental reduced the average BIK tax burden on employees requiring a lead-in vehicle prior to delivery of a company car. It also benefited staff who needed temporary vehicles while their current car was off the road.” People Manager (Engineering customer).
Balancing Personal and Business Use
GT Suite allows for clear separation of personal and business mileage:
- Accurate Reporting: Employees can easily log personal vs. business trips.
- Fair Cost Allocation: Ensures the company only pays for business-related travel.
- Transparency: Helps avoid potential HMRC scrutiny regarding the personal use of company vehicles.
Alternative to Traditional Company Car Schemes
For some organisations, a full company car scheme may not be the best fit. GT Suite offers alternatives:
- Car Allowance Integration: For employees who prefer a car allowance, GT Suite can still be used to book vehicles for specific business trips.
- Flexible Benefits: Incorporate GT Suite into a flexible benefits package, allowing employees to choose between different mobility options.
“For our employees, being able to choose between a company car, car allowance, or salary bump with pay-as-you-go access is brilliant. This approach not only boosted satisfaction but also helped to reduce our fleet management costs. It's a win-win situation." Head of HR (Pharmaceutical customer).
GT Suite: Clear ROI for HR Managers
More than a booking platform, GT Suite is an end-to-end ground transport solution built for the enterprise, providing HR managers with granular control, visibility, and integration within their existing operations without compromising productivity.
And GT Suite isn't just for large enterprises. Any organisation with a globally distributed workforce, legacy travel systems, or complex mobility needs can benefit from the granular, seamless controls GT Suite has to offer.
From enhancing employee experience to streamlining administrative processes and providing significant cost savings, GT Suite is paving the way for a more flexible, sustainable, and employee-centric future of business travel and ground transport.
In a market where talent attraction and retention are critical, offering cutting-edge automotive solutions through GT Suite can be your competitive edge.
Take the wheel with GT Suite and steer your organisation towards a future where company car booking is seamless, sustainable, and aligned with your broader HR objectives.
Book a demo or arrange a call now to learn more about GT Suite.
