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?

Before you can book on behalf of someone else, you need to contact 8888@sdu.dk and provide the full name and email address of the colleague you need access to book for. You will then be granted permission to book on their behalf in Mileage Book.

Once granted, you will keep this permission and can continue booking for the same colleague in the future. It’s also possible to have permission to book for multiple colleagues.

Note: You can only book on behalf of someone else using a computer.

Follow these steps once you’ve been granted access:

1. Log in at: https://www.mileagebook.com/en/
2. In the top right corner, your own name will appear. Click the arrow next to your name and select the name of the colleague you want to book for.
3. If you’re booking a keyless car for a colleague, make sure they have downloaded the Mileage Book Fleet app and are logged in — otherwise, they won’t be able to use the car.
4. From here, the booking process is the same as if you were booking for yourself. See the guide for booking a car via computer.

Booking on behalf of a non-emplyee?

If you need to book a car for someone who is not employed at SDU, please fill out the form below and send it to 8888@sdu.dk no later than the day before you need a car – preferably earlier.

Form for booking a car for a non-employee.

Student bookings

If a student needs to book a car, Technical Service refers to the guidelines provided by the relevant faculty or department.

However, you are welcome to contact Technical Service if you have any questions.

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

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

Some cars are keyless. When booking in Mileage Book, you’ll be able to see whether the car uses a physical key or must be unlocked via the app.
To unlock a keyless car, you must have the Mileage Book Fleet app installed on your phone.

How to unlock a keyless car

1. Stand close to the car (max. 2–3 meters)
2.  Open the Mileage Book Fleet app
3. Tap Car Key in the menu
4. Make sure the app has permission to use Bluetooth and location
5. Find your booked car by license plate and name
6. Tap the car → you’ll see info and two buttons:
   • Lock = locks the car
   • Unlock = unlocks the car
7. You can lock/unlock the car as many times as needed during your booking
8. Keep your phone in the car while driving

If unlocking doesn’t work

1. Close the app completely
2.  Wait a few minutes
3. Reopen the app

If it still doesn’t work, please check the following:

1. Make sure you’ve downloaded the correct app. The app is called Mileage Book Fleet.
2.  Forgot your SDU password? You can reset it here: https://password.sdu.dk/
3. Check that you’re using Chrome as your default browser on Android phones.
4. Check if Chrome needs to be updated (open the Play Store, search for Chrome, and tap Update if available).
5. Make sure your phone has installed all system/software updates.
6. Check that you’ve allowed the Mileage Book Fleet app to access your location.
7. Check that you’ve allowed the Mileage Book Fleet app to use Bluetooth.

If  you are still having issues, please contact Technical Service at +45 6550 8888

Important:
You can only unlock the car during your booking period. If you're delayed, remember to extend your booking. If the car is booked by someone else, contact Technical Service immediately at +45 6550 8888.