Success Story: Baumann GmbH

On a total office and production area of approximately 30,000 m², Baumann GmbH develops and manufactures turnkey automation systems for customers in the automotive supply, electronics, and household appliance industries. Everything from a single source - from individual robot cells to fully automated production lines.

Efficiency improvements, quality enhancement, and traceability are the key criteria guiding Baumann’s flexible automation solutions. Providing forward-looking solutions to meet customer challenges is a top priority for the company based in Amberg. More than 6,800 systems and over 870 employees worldwide ensure smooth and cost-efficient production processes.

As the company continued to grow in both production and workforce, the number of fleet vehicles and users increased as well. Several employees managed around 80 pool, company, and service vehicles alongside their primary responsibilities. This was handled using Excel spreadsheets, while Outlook served as the booking calendar.

When all vehicles were booked, rental cars were ordered additionally. However, it was often unclear whether the reserved vehicles were actually in use, meaning that unnecessary rentals could not always be avoided.

When picking up a vehicle, employees were responsible for selecting the correct key themselves. Errors led to time-consuming rebookings. In addition, vehicles were often returned early in the morning, late in the evening, or on weekends when the office was unstaffed. As a result, damage reports or issues could not always be reliably communicated—especially for users without their own email access. Driver’s license checks were performed manually by entering inspection dates into the ERP system.

“To gain better visibility over the fleet and simplify vehicle access for employees, it was time for a digital system,” explains Stefan Schwarz, Head of Purchasing at Baumann GmbH. The goal was to replace Excel and Outlook-based management while also expanding driver’s license verification.

From the outset, Baumann wanted a solution from a single provider, avoiding the use of multiple tools. During the search for a suitable system, KEBA presented its all-in-one solution “fleet&easy.” The concept of booking mobility instead of specific vehicles was a new approach—and a convincing one.

The solution consists of five modules:

1. Document Management: All vehicle-related data and documents are stored centrally. Leasing contracts, rates, and vehicle attributes such as fuel type (diesel or petrol) and transmission (automatic or manual) are quickly accessible. Driver profiles are maintained, and processes such as tire changes and workshop appointments are automated. Employees can also report damages and indicate whether a vehicle is still roadworthy.

2. Mobility Booking: Employees no longer reserve a specific vehicle. Instead, they enter details such as date, purpose, trip length, and duration. Additional requirements like a toll vignette or navigation system can also be selected. The system evaluates the data and automatically assigns a suitable vehicle shortly before the trip begins.

3. Electronic Logbook: Every trip is automatically documented, eliminating gaps and incorrect entries. Integrated telematics with built-in CAN bus also provides additional data such as fuel levels.

4. Digital Driver’s License Verification: Company car drivers are automatically reminded of their inspection intervals and can complete the checks independently. Pool vehicles can only be accessed with a valid driver’s license, eliminating the need for additional checks. Special labels attached to licenses enable identification.

5. Key Management Terminal: In addition to the digital solution, Baumann implemented a stationary terminal. This ensures secure and documented storage and handover of vehicle keys. Employees can pick up and return keys 24/7. Driver’s license verification is also performed at the terminal, which is located close to the pool vehicles—saving time and effort.

Employees without PC access (or in case of unplanned trips) can use the “quick booking” function via the terminal’s touchscreen to book a vehicle and immediately retrieve the key.

With the introduction of the “fleet&easy” solution, Excel spreadsheets and Outlook calendars are a thing of the past. All vehicle data is centrally available and accessible within seconds. The reminder function ensures that no appointments are missed—whether for servicing or driver’s license checks. All vehicle-related costs are fully transparent and can be precisely analyzed through reports.

According to Stefan Schwarz, the greatest added value lies in the pool vehicle booking system combined with automatic driver’s license verification. The administrative effort for reservations has been significantly reduced for both the team and employees. Previous sources of error have been eliminated. The shift from booking vehicles to booking trips has also led to noticeable cost savings. If a trip is not taken, the vehicle is automatically reassigned, reducing the need for rental cars.

Vehicle utilization has become much more efficient. For example, vehicles equipped with toll vignettes can be reserved for employees traveling abroad. Acceptance of the new solution was high from day one. After a short introduction, employees quickly adapted to the intuitive system and can now start their journeys with ease.