Everything you need to know from A to Zip.
getting your employees behind the wheel
Welcome to Zipcar! Here are 4 easy steps to get your employees zipping right away.
Read on to learn more about getting started as an Admin on the next page.
step 1
Tell employees that your company has a new Zipcar
membership. We’ll provide an email, info sheet
and URL you can forward to help them register.
step 2
Employees sign up online using the
custom URL we provide.
step 3
You will receive an email when a
driver has requested membership.
step 4
The email link will bring you to a page
where you can approve or deny an employee’s
request for membership.
step 5
Once approved, your employee’s Zipcard will be
mailed to their billing address on file and he or she
can start driving.
Note: Employees may prefer to go to your local Zipcar office
to pick up their Zipcard. They may pick up their Zipcard as
soon as they apply, however it won’t be activated until they’re
approved for insurance.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
2
getting started
1) What is an “administrator” on a Zipcar account?
The person who sets up the account is designated as the “Account Administrator.”
They’re kind of like the Zipcar ambassador for your company. If you need to add or change
administrators, just contact member services at 866.494.7227. A Zipcar for Business
account always has to have at least one administrator.
As an Account Administrator, you’ll need to:
s7ORKWITHYOUR:IPCARREPRESENTATIVETOINFORMEMPLOYEESABOUTTHEACCOUNT
s!PPROVENEWTEAMMEMBERSTOYOURACCOUNT
s2EMOVEMEMBERSFROMTHEACCOUNTIFNECESSARY
2) Can an account have more than one administrator?
Yes, you can set up multiple people within your organization as Zipcar administrators. Having multiple administrators is helpful for things like ensuring new members are approved
in someone’s absence. If you would like to add a coworker as an account administrator,
please contact Zipcar at 866.494.7227 or email [email protected]. Please note that
only a current administrator can add another administrator.
3) Does an administrator have to also be a Zipcar member?
No, anyone in your organization can be set up as an administrator at your request.
Contact us at 866.494.7227 or email [email protected]. We will need their full name
and email address to set them up.
4) How do I log in?
Logging in at zipcar.com is the same for both administrators and drivers. In fact, if you
are both an administrator and a driver, you will use the same user name and password to
access both accounts (but you will have increased capabilities in the system as an admin).
If you’ve forgotten your user name and/or password, click sign in ‡ forgot password? and
we’ll email you a reset link for your login. (To learn more, see page 5.)
5) How do I manage/add/remove drivers on the account?
As the account administrator, you’ll be sent an email when your employees attempt to join
the account. This email will have a link that takes you to a page where you can approve
or deny applicants. Please work with your IT department to make sure these and other
automated Zipcar emails are not being filtered by your company’s spam filter. You may
need to add the domain @zipcar.com to your IT list of safe senders. (For more on adding/
removing drivers, see page 7.)
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
3
6) Who gets the bill?
Your employees will be responsible for their own reservations and billing. Each employee
will be prompted to enter a credit or debit card when applying for membership and will set
up their own payment for Zipcar driving. Charges are then billed to the individual instead
of being billed directly to the company. When driving is a reimbursable expense, employees will use existing company expense reimbursement process – similar to submitting a
hotel receipt. They can access their invoices at any time by clicking on my stuff ‡ my bill.
That’s it. You’re ready to go!
If you have any questions along the way, just call 866.4ZIPCAR (866.494.7227).
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
4
managing your account
logging in
It sounds simple, but is worth a quick overview. Since most of the activity on zipcar.com
is reserving cars, the home screen for your account will be the find cars screen. Your
username and password are the same for both your business and personal accounts, if
you have one. Go ahead and sign in so we can get started.
After your first log-in,
you will automatically
be logged in to the
account. So make sure
you log out too.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
5
managing your account
my stuff ‡ me / account overview
To review your account settings click on my my stuff ‡ me. Here you can review or make
changes to your email, password, payment info and billing address. Billing address is
linked to credit card information and is your mailing address, not your physical location.
(PS: We send your Zipcards to the billing address.)
when on multiple
accounts, you can
toggle here
enter the
NOTE: Be sure you
d for the
car
dit
cre
appropriate
Doublent.
ou
acc
ate
pri
pro
ap
account
check to see which
l) you
(business or persona
.
clicked on
If your company
’s mailing
address is diffe
rent than
the billing addres
s, you
should use your
billing
address here.
Update credit card
information here.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
6
managing your account
my stuff ‡ approving / removing drivers
Ready to get your employees on board? The process is self-service, quick and easy. Start by
sending them the custom link we’ve provided to you and they can sign up online in minutes.
We’ll send you a suggested email and an info sheet that you can send to your employees to
get them all revved up about using Zipcar.
You can also approve, deny or remove drivers on this page. You will receive an email
confirmation when an employee requests to be added to the account. This email will contain
a link, which brings you here to review drivers. (See page 2 for a full picture of getting
employees behind the wheel.) Once employees have signed up for Zipcar, this screen will
show you which drivers are using your Zipcar account.
When admins revoke
membership the former
employee gets an email
from Zipcar telling them
about their new status,
and how they can reapply
if they don’t already have
a personal account.
IT
Please work with your
re
su
ke
ma
to
department
n
tio
ida
val
n
tio
ca
the appli
d
and other automate
t being
no
are
Zipcar emails
any’s
mp
co
ur
yo
filtered by
ed
ne
y
ma
u
Yo
er.
filt
spam
@
in
to have the doma
your
zipcar.com added to
.
ers
nd
se
fe
sa
list of
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
If prompte
d,
out of you be sure to log
r own acc
ount
before ad
ding emp
loyees to
the comp
any accou
nt.
7
managing your account
my stuff ‡ my bill
To head straight for the bottom line, employees can manage their billing information
by clicking on my stuff ‡ my bill to review driving activity and charges on the business
account. Since your company is set up with individual billing, the Admin isn’t able to
see each member’s account. This is because employee accounts contain personal and
potentially sensitive information (such as credit card numbers). However, each member
can access their invoice at any time and print or copy their billing information for expense
reimbursement within their company.
This is what an
employee
would see when
they view
their driver invo
ice.
*Rates will vary by location. State and local taxes apply. View current rates for your city.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
8
managing your account
my stuff ‡ my reservations
For a detailed view of past and upcoming reservations, click on my reservations. Your
employees will be able to manage their own reservations here.To provide reliable service
to all of our members, we take lateness very seriously. Whether it’s a few minutes or half
an hour, late is late, because it inconveniences the next member. Review our late returns
policy here or read up on all of Zipcar’s 6 simple rules on page 11.
Encourage employees
to sign up for text
alerts in my stuff ‡ me
to help them return
on time. ‡
Timely returns ar
e super
valuable in car
sharing. That’s
why we have a
$50 late fee.
Remind employ
ees to allow
enough time in
a reservation
for traffic, and to
call if they
absolutely must
be late.
Read more abou
t our late
fee policy
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
9
getting your employees behind the wheel
making reservations
Once they’re approved for membership, your employees can plan their own trips quickly
and easily online, on a smartphone, or on the Zipcar App for the iPhone™ – 24 hours
a day.
Zipcar’s are available for an hour, all day or overnight. Review your city’s rate plan for
details on pricing. Once you or an employee makes a reservation, they will be able to lock
and unlock the car by scanning their Zipcard on the windshield. Then they hop in, and
drive. That’s it! Just make sure they know to return the car to the same parking spot at the
end of the reservation.
ltiple
If the driver is on mu
e
se
l
wil
y
accounts, the
to
nu
me
wn
do
a drop
as the
choose from as well
y will
the
t,
un
business acco
to
nu
me
n
ow
p-d
see a dro
m.
fro
se
choo
Admins can be
drivers, too!
Set up your own
account
and get yourself
behind
the wheel. See
page 12 for
more details.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
10
getting your employees behind the wheel
the 6 simple rules
Zipcar works because we all work together. And while using Zipcar is fun and easy, there
are a few rules to keep in mind. Things like keeping the cars free of trash, not smoking,
and returning on time are key. Not following the rules can lead to costly fines, so please
be sure to educate your employees about how to zip responsibly. This fun video is a good
start. You can also send your employees a link to the six simple rules page.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
11
Zipcar FAQ
got questions? we’ve got answers.
Hopefully this guide helped you understand your role as an Admin of a Zipcar for Business
account. But just in case, we’ve compiled some of the most frequently asked questions
and their answers below to help get you started.
1) Can my employees use Zipcar when they travel?
Sure! Zipcar memberships are universal. Without any special approval or steps, your employees can
make reservations in any of the cities we operate simply by selecting that city from the reservation
drop down menu. Each city has its own set of rates, but most of the major cities where Zipcar
operates have discounted, weekday business rates. A driver on a Zipcar for Business account
will automatically get the business rate where applicable when reserving in any of our US and
international cities.
2) I’m a Zipcar account Admin, how do I get behind the wheel myself?
It’s easy! Just apply with the same link you sent your employees. You’ll be asked to fill out some
information about yourself, and provide your drivers license number and billing info. We’ll run a few
things on our end, then let you know once you’re good to go.
3) Can I drive on the same day that I join?
Plan to start driving in about 3 to 7 days. That’s the typical time from when you apply to when you
receive your Zipcard in the mail. If you want to drive right away, you can visit a local Zipcar office
to pickup your Zipcard. That way, you can get behind the wheel as soon as your application is
approved. Most are approved within a few hours, but depending on where you’re licensed (in US/
Canada or other countries), it may take longer.
4) What type of cars do you have?
With over 30 models to choose from, there’s a Zipcar for your every whim. Cruise around in a
MINI, haul stuff in a pickup, visit clients in a BMW or be extra eco-savvy in a Prius hybrid. Our
auto show spies (okay, our fleet guys—but “spies” sounds way cooler) are ahead of the trends for
urban-friendly vehicles. In fact, we’re piloting a plug-in hybrid electric vehicle (PHEV) program in
San Francisco. Yes, one Zipcard gives you access to so many possibilities! Please note that models
vary by city, Z4B discounted weekday rates apply on most vehicle types. View Zipcars in your city.
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
12
5) Where can I find more information on how Zipcar works?
The Help Menu in the upper right of the zipcar.com home screen has links to many useful resources
for you and your team. There’s a section called Zipcar 101 that helps new Zipcar members learn the
ropes. (It’s also a handy reminder for existing members.) The helpful info in Zipcar 101 can also be
found in the Zipcar Co-Pilot, a handy reference guide found in the glove box of each of our vehicles.
6) What if my employee is already a Zipcar member?
Easy! And you can do it all online. Have your employee log in with their user name and password,
then go to my stuff ‡ me. Under my info they can click on join another account. Then they just
need to search for your company name and hit join. As the Admin, you’ll receive an automated
email with a link to approve the member. Or, if you prefer, you can call 866.494.7227.
That’s all, folks.
If you still have questions, just call 866.4ZIPCAR (866.494.7227).
Happy
Zipping!
Questions? Call Zipcar 866.4ZIPCAR (866.494.7227)
13