Ten ways to share, and the settings that go with them

What is your situation?

Once in a while or every day, with family or with a team: find the situation that looks like yours, then copy its settings into the app. Circle rules (bookings, trips, visibility) apply to everyone. Rates and fixed costs are set vehicle by vehicle. Every setting shows its exact label and the path to find it in the app, starting from the Settings tab. Nothing is final: everything can be changed in two taps.

The owner drives the most

I lend my car once in a while

A neighbor, a friend, a cousin

The situation

« I own the car and I am the one who drives it most. One or two people close to me take it a few times a month. I want to keep a say on who takes it and when, and get paid back without doing any math. »

What we want

Keep control of the calendar, get paid back the simple way.

The settings

  1. Booking approval On

    Every request reaches you as a notification and you accept it or not. Nothing lands on the calendar without you.

    In the app Settings Circle settings Bookings and calendar In the documentation

  2. Record my trips in the logbook Off

    Your own trips do not count. Only the drivers' trips produce an amount: what they owe you.

    In the app Settings Circle settings Trips

  3. Past trips On

    A driver who forgot to start the trip in the app can enter it afterwards, with the kilometers driven.

    In the app Settings Circle settings Trips In the documentation

  4. Bill by km On

    The simplest option: a price per kilometer, and the amount works itself out on every trip. The app computes it from your fuel consumption and the fuel price.

    In the app Settings Manage my vehicles your vehicle Trip costs

  5. Charge a fee per booking Optional

    If you do not want to read the odometer: a fixed amount per booking, due as soon as it is accepted. With or without the price per kilometer.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  6. Enable the charter On

    Tick the suggested rules, for instance "Ask for permission before booking or using the vehicle" and "Return the vehicle with a full tank". Drivers accept them before their first trip.

    In the app Settings Circle charter In the documentation

The pricing choice

Price per kilometer, or a fee per booking

With a single guest driver, the free plan is enough: price per kilometer, approval, charter. The fee per booking and fixed costs need the Plus plan.

The page for this situation All situations

My kid just got their license

Parents and a new driver

The situation

« The family car is still mine, but my son or daughter takes it in the evening and on weekends. I want to know when, set a clear frame, and have them chip in for fuel. »

What we want

A clear frame, real mileage, a contribution to costs without arguments.

The settings

  1. Booking approval On

    You approve every outing. Useful in the first months, and easy to switch off later.

    In the app Settings Circle settings Bookings and calendar In the documentation

  2. Maximum booking duration For example 1 day

    No booking longer than what you decided.

    In the app Settings Manage my vehicles your vehicle Availability In the documentation

  3. Past trips Off

    Every trip has to be started in the app, with the odometer read at departure and return. No kilometers entered from memory.

    In the app Settings Circle settings Trips In the documentation

  4. Enable photo tracking Odometer

    The odometer is photographed at departure and return, and read automatically.

    In the app Settings Manage my vehicles your vehicle Trip photos

  5. Enable the charter On

    The suggested rules cover the essentials: valid license, no alcohol or drugs, deductible paid by the driver in case of damage, fines paid by the driver.

    In the app Settings Circle charter In the documentation

  6. Bill by km On

    A price per kilometer that covers fuel, maybe a little wear. The amount shows up when the trip is closed, no discussion needed.

    In the app Settings Manage my vehicles your vehicle Trip costs

  7. Record my trips in the logbook Off

    Your trips are not counted: the balance only shows what your kid owes you.

    In the app Settings Circle settings Trips

The pricing choice

Price per kilometer, no fixed costs

Fuel is the only cost that really moves when your kid takes the car. Fixed costs stay with you, as before.

The page for this situation All situations

We lend each other the car without keeping count

Grandparents, siblings, close friends

The situation

« Between us, no money changes hands: you bring the car back with a full tank and that is it. What is missing is a shared calendar to know who took it and when it is free. »

What we want

A shared calendar, and nothing else on screen.

The settings

  1. Bookings only On

    Trips, costs and balances disappear from the app. Only the calendar and the bookings remain.

    In the app Settings Circle settings Bookings and calendar In the documentation

  2. Booking approval Off

    Everyone books and it is confirmed right away. Everyone gets a notification.

    In the app Settings Circle settings Bookings and calendar

  3. Vehicle location On

    If the car has no fixed spot, the last driver records where it is parked.

    In the app Settings Circle settings Sharing & communication In the documentation

  4. Recurring bookings For regular needs

    Grandma's Tuesday or the Wednesday sports club is booked once and for all.

    In the app Calendar Add Recurring bookings In the documentation

  5. Enable the charter Optional

    Two rules are often enough: "Respect the slots booked by others" and "Give notice and free the slot when canceling".

    In the app Settings Circle charter In the documentation

The pricing choice

No rate at all

Nothing to set on the cost side: amounts do not exist in this mode. If one day you want to count kilometers, just switch "Bookings only" off.

The page for this situation All situations

Everyone drives

We share the household car

Couple, family with several adults

The situation

« We both drive, about as much as each other, and we want everyone to pay their real share: fuel, but also insurance, parking and wear. Without keeping a spreadsheet by hand. »

What we want

A split based on real use, fixed costs included.

The settings

  1. Booking approval Off

    Between adults of the same household, the calendar is enough.

    In the app Settings Circle settings Bookings and calendar

  2. Record my trips in the logbook On

    The owner records their trips too, at the same rate. That is the condition for splitting fixed costs by each person's real use.

    In the app Settings Circle settings Trips

  3. Bill by km On

    The price per kilometer covers fuel and the wear that depends on distance.

    In the app Settings Manage my vehicles your vehicle Trip costs

  4. Enable fixed costs for this vehicle On

    Insurance, tax, parking, depreciation: entered as yearly amounts, they are split between drivers according to use.

    In the app Settings Manage my vehicles your vehicle Trip costs Fixed costs In the documentation

  5. Top up fixed costs On

    The top-up splits the whole of the period's fixed costs between drivers, in proportion to kilometers, owner included. Nobody carries the insurance alone.

    In the app Settings Circle settings Circle cost rules In the documentation

  6. Share vehicle expenses On

    A car wash, a service, a toll: the expense is split equally and whoever paid is credited.

    In the app Settings Circle settings Circle cost rules In the documentation

  7. Share circle data On

    Everyone sees the whole circle's activity, not only their own.

    In the app Settings Circle settings Sharing & communication

The pricing choice

Price per kilometer + fixed costs with the top-up

This is the fairest setup when everyone drives. The balance says at any time who owes how much to whom, and a reset closes the period.

Good to know : Would you rather have a fixed share every month than a pro rata? Enable the monthly contribution instead of fixed costs: the same amount for everyone, whether they drive or not.

The page for this situation All situations

One car for the flatshare

Three to six roommates

The situation

« The car belongs to one of us, but everyone uses it: groceries, weekends, picking someone up at the station. We want it fair, simple, and able to survive a roommate moving out. »

What we want

A clear split, rules everyone accepts, a circle that evolves with the flatshare.

The settings

  1. Booking approval Off

    First come, first served on the calendar. Everyone sees the others' bookings.

    In the app Settings Circle settings Bookings and calendar

  2. Record my trips in the logbook On

    The owner counts their trips like everyone else: fuel is split by each person's kilometers.

    In the app Settings Circle settings Trips

  3. Bill by km On

    Fuel and wear, by the kilometer.

    In the app Settings Manage my vehicles your vehicle Trip costs

  4. Enable the monthly contribution On

    Insurance and the parking spot are shared in equal parts every month, whether you drove or not. Easier to read than a pro rata when there are many of you.

    In the app Settings Manage my vehicles your vehicle Trip costs Fixed costs In the documentation

  5. Share vehicle expenses On

    Car wash, service, tires: the expense is split equally, whoever advanced it is credited.

    In the app Settings Circle settings Circle cost rules In the documentation

  6. Expense receipts On

    A photo of the receipt for every expense: everyone sees the proof.

    In the app Settings Circle settings Sharing & communication

  7. In-app chat On

    "Has anyone seen the keys?" gets sorted out in the app, right next to the calendar.

    In the app Settings Circle settings Sharing & communication In the documentation

  8. Enable the charter On

    Return the car clean, with a full tank, respect the slots: the rules are written once and accepted by every new roommate.

    In the app Settings Circle charter In the documentation

The pricing choice

Price per kilometer + monthly contribution in equal parts

When a roommate leaves, the owner removes them from the circle, resets their balance once accounts are settled, and invites the next one. The contribution recalculates itself.

The page for this situation All situations

Two households, one or two cars

Neighbors, friends, close families

The situation

« We are two neighboring families. Either we bought a car together, or each of us puts theirs in the same circle. Everyone drives, and nobody wants to feel indebted. »

What we want

A single circle, one calendar per vehicle, a split that counts time as well as kilometers.

The settings

  1. Manage my vehicles One vehicle per car

    Each car has its own calendar, rates and fixed costs in the same circle. The Plus plan takes three vehicles.

    In the app Settings Manage my vehicles In the documentation

  2. Record my trips in the logbook On

    Everyone records, owner included: that is what makes the split fair between the two households.

    In the app Settings Circle settings Trips

  3. Bill by hour On

    An hourly rate on top of the kilometer: a whole day at 30 km is not the same as one hour at 30 km. The vehicle being tied up is part of what you share.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  4. Maximum billed hours per day For example 18 h

    The car sleeps at night: a full day is capped, on the hourly rate as on fixed costs.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  5. Top up fixed costs On

    With fixed costs enabled on each car, the top-up splits insurance, tax and depreciation by real use, between everyone.

    In the app Settings Circle settings Circle cost rules In the documentation

  6. Vehicle location On

    The two households are not necessarily on the same street: the last driver shows where they parked the car.

    In the app Settings Circle settings Sharing & communication In the documentation

  7. Share circle data On

    Everyone sees everything: balances, trips, expenses. That is what keeps doubts away.

    In the app Settings Circle settings Sharing & communication

The pricing choice

Kilometers + hours, with fixed costs topped up

The balance keeps the accounts between the households. At the end of the period, you settle the difference and reset. Two cars change nothing: fixed costs are pooled in the circle.

The page for this situation All situations

The van or camper between friends

A group of friends, a leisure vehicle

The situation

« My van sleeps in the garage half the year. Friends ask me for it for a weekend or a week. I am happy to, as long as there is a frame: condition report, full tank, cleaning, and a contribution that covers wear. »

What we want

Written rules, a condition report every time, a contribution by the day.

The settings

  1. Booking approval On

    A weekend with the van is something you decide together.

    In the app Settings Circle settings Bookings and calendar In the documentation

  2. Maximum booking duration For example 7 days

    A booking cannot exceed the duration you set.

    In the app Settings Manage my vehicles your vehicle Availability In the documentation

  3. Maximum billed hours per day For example 8 h, with the hourly rate on

    Time matters more than distance for a leisure vehicle. With a daily cap, a week costs seven days, not 168 hours.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  4. Charge a fee per booking On

    A fixed amount per booking, for cleaning and getting the van back in shape, due even if the trip is short.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  5. Enable the condition report At departure and return, mandatory

    A guided walk around the vehicle and damage reporting, photos included. Nobody wonders where the scratch came from.

    In the app Settings Circle settings Trip condition report In the documentation

  6. Enable photo tracking Fuel gauge

    The fuel level is photographed at departure and return.

    In the app Settings Manage my vehicles your vehicle Trip photos

  7. Enable the charter On

    Return the vehicle clean, with a full tank, leave nothing inside, stay within the agreed area: the suggested rules cover all of it.

    In the app Settings Circle charter In the documentation

The pricing choice

Hourly rate capped per day + fee per booking

With "Days of 24 h from pickup" (in the circle's cost rules), leaving Friday at 4 pm and returning Sunday at 4 pm counts as two days, not three calendar days.

The page for this situation All situations

At work and in a collective

My car works with me

Self-employed, freelancer, tradesperson

The situation

« I use my car for client appointments, and my partner takes it on weekends. I need to know which kilometers are business, and to produce a clean record when someone asks for it. »

What we want

A logbook that separates business from private, and a clean export.

The settings

  1. Private or business use On

    Every trip is classified private or business, with the logbook details.

    In the app Settings Circle settings Trips

  2. Record my trips in the logbook On

    Your trips are in the logbook, like your partner's.

    In the app Settings Circle settings Trips

  3. Past trips Off

    Every trip is started in the app, with the odometer read at departure and return: real kilometers, not reconstructed ones.

    In the app Settings Circle settings Trips In the documentation

  4. Enable photo tracking Odometer

    The odometer photo goes with every reading.

    In the app Settings Manage my vehicles your vehicle Trip photos

  5. Statistics & exports Excel export

    The logbook exports as a spreadsheet, trip by trip, with the private or business distinction.

    In the app Settings Statistics & exports In the documentation

  6. Bill by km On

    If your partner chips in, the price per kilometer does the math. If not, switch off "Show costs": the logbook stays, the amounts disappear.

    In the app Settings Manage my vehicles your vehicle Trip costs

The pricing choice

Price per kilometer, or no amount at all

What matters here is the logbook: mileage by type of use. Cost sharing is optional.

The page for this situation All situations

Our team's vehicles

Teams

Small business, nonprofit, municipal department

The situation

« We have two or three vehicles for a team of employees or volunteers. We need to know who has them, avoid double bookings, and pull the kilometers per person at the end of the month. Without installing any hardware. »

What we want

A reliable schedule, clear roles, month-end exports, and a desktop to run it all from.

The settings

  1. Make manager One or more managers Teams

    A manager looks after drivers, vehicles and other people's entries, without touching rates or the subscription. Up to five managers with Teams.

    In the app Settings Members In the documentation

  2. Vehicle access Restrictions applied Teams

    The utility van can only be booked by those with a trailer license, the city car by everyone.

    In the app Settings Members Vehicle access In the documentation

  3. Vehicle availability For example: unavailable on Tuesdays

    Slots kept for internal use are blocked in the calendar.

    In the app Settings Manage my vehicles your vehicle Availability In the documentation

  4. Booking approval Off

    The shared calendar is enough; access rules do the sorting upstream.

    In the app Settings Circle settings Bookings and calendar

  5. Lock booking changes On

    Past the critical period, a driver can no longer change their booking or trip: the schedule stays reliable.

    In the app Settings Circle settings Bookings and calendar

  6. Bookings only Depends on your case

    Service vehicle with no cost recharging: switch it on, only the calendar remains. Costs recharged to members or departments: leave it off and set rates vehicle by vehicle.

    In the app Settings Circle settings Bookings and calendar

  7. Bill the booked slot If costs are recharged Teams

    Time is billed until the end of the booking, even if the vehicle comes back earlier, with a tolerance for early returns.

    In the app Settings Circle settings Circle cost rules

  8. Web platform On Teams

    The schedule, statistics and exports from a browser, on a computer.

    In the app Settings Co-oto subscriptions Web platform

  9. QR Drive One code per vehicle

    The code displayed in the vehicle opens the booking or starts the trip directly.

    In the app Settings QR Drive In the documentation

The pricing choice

Depending on your organization: calendar only, or rates per vehicle

Package rates (half day, full day) and billing the booked slot are specific to Teams. A service vehicle with no cost recharging only needs the calendar.

The page for this situation All situations

The building's or the cooperative's car

Housing cooperative, eco-district, collective

The situation

« One car for about fifteen households, carried by the cooperative or by a resident. Everyone pays a share of fixed costs plus their kilometers. It has to run without one person doing everything. »

What we want

A readable contribution, real use billed, several people to manage it.

The settings

  1. Enable the monthly contribution On

    Every active household pays the same share of insurance, parking and maintenance each month.

    In the app Settings Manage my vehicles your vehicle Trip costs Fixed costs In the documentation

  2. Bill by hour On, together with the price per kilometer

    Kilometers for fuel and wear, hours for the time the car is tied up. A cap on hours per day for full days.

    In the app Settings Manage my vehicles your vehicle Trip costs In the documentation

  3. Record my trips in the logbook On

    Whoever carries the car drives on the same terms as everyone else.

    In the app Settings Circle settings Trips

  4. Booking approval Off

    The calendar is the reference; the charter sets the rules.

    In the app Settings Circle settings Bookings and calendar

  5. Make manager One manager

    A second person welcomes new residents and fixes entries. One manager with Plus, five with Teams.

    In the app Settings Members In the documentation

  6. Enable the charter On

    Return it clean, with a full tank, show the parking spot, settle your balance within the agreed time: the suggested rules are enough, plus your own if needed.

    In the app Settings Circle charter In the documentation

  7. Share circle data On

    Full transparency: everyone sees the circle's activity.

    In the app Settings Circle settings Sharing & communication

The pricing choice

Monthly contribution + kilometers + hours

Up to ten drivers with Plus; beyond that, Teams adds the web platform and five managers. One-off expenses (car wash, tires) are split equally if you enable "Share vehicle expenses".

The page for this situation All situations

Questions about the settings

Can I combine several scenarios?

Yes. Circle rules (approval, bookings only, charter, visibility) apply to everyone, but rates belong to each vehicle. A city car billed by the kilometer and a van billed by the hour can live in the same circle.

What happens if I change a setting along the way?

Trips already closed do not move. A new rate applies to the next trips, a fee per booking is frozen when the booking is created, and the monthly contribution starts on the day you enable it.

Where are these settings in the app?

In the Settings tab: "Circle settings" for the shared rules, "Manage my vehicles" for each vehicle's rates and fixed costs, "Circle charter" and "Drivers" for the rules and the people. Only the owner changes rates; a manager looks after drivers and entries.

Do I need a subscription for these settings?

Many are free: booking approval, bookings only, the charter, the price per kilometer, private or business use, activity visibility. Settings marked Plus or Teams need that plan, subscribed once for the whole circle, by any member. The first 21 days open everything.

Does the app already ask me this when I create the circle?

Partly, yes. When you create the circle, the app asks who you share with (family, roommates, neighbors, team), whether you want the calendar only or cost tracking as well, and whether bookings need approval. Those answers pre-fill the settings; you will find them again in the circle settings.

Ready to set up your circle?

Add your vehicle, copy the settings of your scenario and invite someone. The first 21 days open every feature, no credit card needed.

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