How to book a car in SDU's Vehicle Fleet

Watch a short video on how to log on to Milage Book, or follow the written directions under the video. 

Written instructions

1. Go to the website
2.  Click ‘Log in’ in the top right corner.
3. Enter your email in the ‘Email’ field.
4. As soon as you enter your email, you’ll be logged in automatically, since Mileage Book uses our SSO login.
5. You are now logged in.

Watch a short video showing how to make a booking in Mileage Book, or follow the written guide below the video.

Written instrauctions

1. Go to the website  and sign in
2. Click Fleet vehicles → Booking in the left menu
3. Wait for the booking page to load (it may be slow)
4. Click New booking (top left)
5. Fill in the booking form:
   • Start/End: Select date and time (min. 15 min)
   • Purpose: Choose reason for the trip
   • Note: Describe the reason (not the destination)
   • Project: Required only for External project
   • Vehicle requirements: Set preferences (passengers, key type, etc.)
6. Click Select vehicle - you will get a list of available cars that match your criteria. If no cars match your search, try a different time.
7. You can see information for each available car,  including location, key type, number of seats, fuel type
8. Choose a car → click OK
9. You’ll now see the selected vehicle listed under ‘Vehicle’ in your booking. 
10. Click Save to complete your booking
11. You will get a success-message in the top right corner and your booking will appear in the calendar, in Booking overview, and in the app.

If no cars are available, please contact Technical Service at 8888@sdu.dk

Watch a short video showing how to change a booking in Mileage Book, or follow the written guide below the video.

Written instructions

1. Log in at the website
2.  Click ‘Fleet vehicles’ in the left-hand menu.
3. Find your booking in the calendar under ‘Booking’ in the left-hand menu.
4. Right-click on your booking and select ‘Edit’.
5. Make the desired changes (e.g. duration or date).
6. Click ‘Save’ at the bottom.
7. Your changes are now saved.

Watch a short video showing how to cancel a booking in Mileage Book, or follow the written guide below the video.

Written instructions

1. Log in on the website
2.  Click ‘Fleet vehicles’ in the left-hand menu.
3. Select ‘Booking’ and find your booking in the calendar. You can change the calendar view using the top menu bar. Note: you can see both your own and others’ bookings in the calendar.
4. Right-click on your booking and select ‘Delete’.
5. Click ‘OK’ to confirm the cancellation. Please note: the deletion cannot be undone.
6. Your booking is now deleted, and the car is available for others to book.

Booking on behalf of a colleague?

1. Sign in to the website
2. Click "Choose language" in the left menu
3. Select your preferred language
4. The language is now changed

You can download the Mileage Book Fleet app from App Store and Google Play. 

All employees at SDU have access to Mileage Book. You do not need to request access.

You can download the app to your SDU phone or your personal phone if you do not have an SDU phone.

Please note that we recommend using Mileage Book's website for booking, as it provides a better overview of the process.

The instructions only need to be followed the first time you sign in to the app.  

Watch a short video showing how to sign in to Mileage Book Fleet on an iPhone, or follow the written instructions below the video.

Written instructions

Requirements:

• You need your long SDU password (reset at https://password.sdu.dk if forgotten)
• Install and connect the Authenticator app to your SDU Microsoft account

Sign in steps

1. Download and open Mileage Book Fleet from the App Store
2. Enter your SDU email and click Login (you don't need to enter your password yet). 
3. A pop-up will appear using ‘microsoftonline.com’ to log in - click Continue in the pop-up
4. Your default browser will open - log in with your SDU email and long password
5. Choose 'Sign in another way'' → select Authenticator app
6. Approve the login in the Authenticator app
7. Return to the app
8. The app needs access to Bluetooth to work. Click Allow when the pop-up appears.
9. The app needs access to your location to use the keyless function. Click the bar ‘Do you want to see your location on the map?’ and choose ‘Allow while using the app’.

You’re now logged in and the app is ready to use. You only need to do this the first time you log in.

The instructions only need to be followed the first time you sign in to the app. 

Watch a short video showing how to sign in to Mileage Book Fleet on an Android Phone, or follow the written instructions below the video. 

Written instructions

Requirements

• Your long SDU password (reset at https://password.sdu.dk if needed)
• Microsoft Authenticator app connected to your SDU account
• Chrome browser installed and set as default (can be changed after login)
  • Set Chrome as default: Settings → Apps → Chrome → Set as default browser

Signin steps

1. Download and open Mileage Book Fleet from the Play Store
2. Enter your SDU email and tap Login (you don't need to enter your password yet)
3. Your browser opens – log in with your SDU email and long password
4. Tap 'Sign in another way' → choose 'Approve a request on my Microsoft Authenticator app'
5. Approve the login in the Authenticator app
6. Return to the app (open manually if needed)
7. Allow location access - tap 'Do you want to see your location on the map?' and choose 'Allow while using the app'. 
   • Step 7 is necessary for the keyless function to work. 
8. Allow Bluetooth access - tap 'Find vehicles nearby' and then tap 'allow'

You’re now signed in and the app is ready to use. You only need to do this the first time you sign in.

Written instructions

1. Open the app
2. Tap Booking in the bottom menu
3. Tap the + icon
4. Fill in booking details:
   • Start/End: Select date and time (min. 15 min)
   • Purpose: Choose reason for trip
   • Note: Describe the reason (not the destination)
   • Project: Required only if purpose is External projectFilter: Set preferences (passengers, key type, etc.)
   • Tap Select vehicle 
5. You will get a list of available cars that match your criteria. If no cars match your search, try a different time.
6. You can see information for each available car,  including location, key type, number of seats, fuel type
7. Choose a car → tap Select vehicle
8. Tap Book to complete
9. You will get a success-message in the top right corner and your booking will appear under Bookings.

If no cars are available, contact Technical Service: 8888@sdu.dk

Watch a short video showing how to change a booking in Mileage Book Fleet, or follow the written guide below the video.

Written instructions

1. Tap ‘Booking’ in the menu.
2.  Tap the booking you want to edit.
3. Make the desired changes (e.g. duration or date).
4. Tap ‘Save’ in the top right corner.
5. Your changes are now saved.

Watch a short video showing how to cancel a booking in Mileage Book Fleet, or follow the written guide below the video.

Written instructions

1. Tap ‘Booking’ in the menu.
2. Tap the booking you want to cancel.
3. Tap ‘Delete’.
4. You’ll now be asked to confirm the cancellation. If you want to delete the booking, tap ‘Yes, delete’. Please note: the cancellation cannot be undone.
5. Your booking is now deleted, and the car is available for others to book.

The app follows the language settings on your phone.

However, only the following languages are supported: Danish, English, Swedish, Norwegian, and German.

To change the app language:

1. Open your phone’s Settings
2. Go to Apps and find Mileage Book Fleet
3. Tap the app and change the language setting there