A cargo van shared between multiple organizations requires proper coordination. Co-oto centralizes bookings, tracks trips and splits costs automatically. The tool that replaces the logbook and WhatsApp group.
What to share with Co-oto?
Share a cargo van between organizations, clubs and small businesses
One vehicle, ten users, zero organization?
Between a handball club's minibus, a community organization's van and a cargo van shared between two tradespeople, the story is often the same: nobody knows who has it, when it's coming back, or where it's parked.
A vehicle can represent a significant part of an organization's annual budget. It's a major expense, often underused.
Co-oto helps organizations that share a vehicle — or are considering it — to coordinate simply: shared calendar, trip tracking, automatic cost splitting, and complete traceability for your activity reports.
Who is this for?
Co-oto is for any organization that uses a vehicle occasionally or on a shared basis:
Non-profit organizations
Sports clubs, cultural associations, community centers
NGOs & charities
Organizations with multiple branches or mobile volunteers
Sports clubs
Minibus for away games — any sports federation
Small businesses & tradespeople
Carpenters, electricians, caterers sharing a cargo van
Cooperatives & workshops
Pooling a van between members
Collectives & coworking spaces
Managing a small shared fleet
The real problems you know
"Who took the vehicle?"
The minibus isn't there this morning. Nobody knows who has it. The planned trip is compromised.
With Co-oto: a shared calendar visible to all authorized users. Every booking is recorded, with time slots and purpose.
"Where is it parked?"
Three different volunteers, three parking habits. Result: 20 minutes wasted looking for the vehicle.
With Co-oto: last parking location on the map. You know exactly where to pick up the vehicle.
"Who pays for what?"
Fuel is paid by some, never reimbursed. Maintenance is unclear. Costs pile up with no tracking.
With Co-oto: every trip is recorded with mileage. The app automatically calculates cost allocation between users or projects.
"How do we justify expenses in our annual report?"
Funders require expense traceability. But your vehicle data is scattered across logbooks, receipts and unreliable memories.
With Co-oto: exportable trip history by user, project or period. Ideal for activity reports, financial statements and grant justifications.
What Co-oto brings to your organization
| Feature | Concrete benefit |
|---|---|
| Shared calendar | No more booking conflicts |
| Automatic notifications | Reminders before each use |
| Geolocation | Find the vehicle instantly |
| Mileage tracking | Reliable data for your reports |
| Cost splitting | Fairness between users or projects |
| Exportable history | Ready-made documentation for funders |
| Multi-driver | Easily add volunteers and staff |
3 concrete use cases
1. A handball club and its minibus
A handball club has a 9-seat minibus for regional league away games. Problem: 4 teams, 3 coaches, and a paper schedule that can't keep up. Matches overlap and the minibus can't be everywhere.
With Co-oto: each coach books their slots. The treasurer exports mileage for the annual report.
2. A community center and its van
A community center shares a van with a parents' association and a cultural collective. Three organizations, one vehicle, and needs that often overlap.
With Co-oto: shared calendar, each organization books its slots. Cost splitting happens automatically between the three groups.
3. Two carpenters, one cargo van
Mark and Julian, independent carpenters, share a cargo van for their construction sites around the region.
With Co-oto: one-click booking, automatic cost splitting, no more conflicts.
Checklist before sharing a vehicle
- 1
Verify that insurance covers all drivers (additional drivers must typically be declared on the policy)
- 2
Define usage rules in writing (sharing agreement — for non-profits, it can be annexed to the bylaws)
- 3
Choose a shared booking tool (Co-oto)
- 4
Appoint a vehicle coordinator
- 5
Set up a shared maintenance budget
- 6
Decide on the cost-splitting method (per kilometer, flat rate, or per project)
Take action
Already sharing a vehicle between multiple organizations? Considering buying one together?
Download Co-oto and simplify your coordination today.