This video shows one example of how carpooling works in CommuteHub. Your organization's setup may vary. In particular, for example some organizations use trip recording while others log trips afterward, so that part may look different for you.
Find a Match
Searching for a carpool partner
Open CommuteHub and tap Pools in the navigation bar, then select the Search tab.
Enter your home location and work location. You can refine results further with:
- Preferred departure or arrival time
- Organization-specific filters
- Willingness to drive, ride, or both
CommuteHub shows available rides and potential matches along your route.
When Sarah finds a posting from Flo, she can see his route, preferred commute times, whether he's willing to drive or ride, and an estimated pickup area on the map.
Starting the conversation
Sarah taps the blue Message button and sends Flo a short note:
"Hi Flo! I noticed we're commuting to the same area tomorrow morning. I could pick you up on my way to work if you're interested."
After agreeing on a pickup spot and time, they're set. Most users spend less than five minutes on this step.
Creating your own Pool posting
If you don't find a match, create a posting so colleagues can find you. Tap Pools, then Post, fill in your route and schedule, and you'll appear in search results for anyone commuting your way.
☝️Create a recurring posting if you commute on a regular schedule. It saves time and keeps your availability visible to potential matches.
Your First Carpool
Reserving parking (if required)
Some organizations require a parking reservation before you arrive on site. If yours does, reserve a spot the day before:
- From the home screen, find the Parking widget
- Tap Book Parking
- Select the date, garage, and parking type (e.g. Full-Day Parking)
- Choose your registered vehicle
- Tap Book
Confirmation is instant. Always select the vehicle you're actually driving that day, since reservations are linked to your license plate. Parking charges are typically processed automatically based on your organization's policies.
Starting the carpool recording
Depending on your organization's settings, you may record trips in real time or log them afterward. For real-time recording, open the app before you leave home, tap the Record icon, select Carpool, and tap Start as Driver.
Recording begins immediately. Starting it before you pull out of your driveway gives you the most accurate trip data.
Adding your rider via QR code
When Sarah arrives at the pickup location, both users open CommuteHub.
Sarah (driver):
- Tap Add Rider
- A QR code appears on her screen
Flo (rider):
- Tap Record, then Carpool, then Join Carpool, then Scan Code
- Scan Sarah's QR code
- Confirm participation
Once Flo confirms, both users are linked to the same trip. This step matters: trips without connected riders may not qualify.
Ending the trip
When Flo is dropped off near his building, he opens CommuteHub, taps Stop, then taps Save.
☝️Eligibility zones: If your organization uses eligibility zones, make sure you're inside a valid zone before tapping Stop. Ending a trip outside an eligible zone may cause it not to qualify. If you're unsure whether zones are enabled for your organization, check your settings or ask your program administrator.
When Sarah reaches the garage, her registered vehicle is automatically recognized and the gate opens. She parks, then opens CommuteHub, taps Stop, and taps Save.
The trip is added to both users' history automatically.
3. The Return Trip
The return commute follows the same steps as the morning.
Driver:
- Open CommuteHub, then tap Record, then Carpool
- Tap Start as Driver
- Tap Add Rider when your passenger is ready
Rider:
- Open CommuteHub, then tap Record, then Carpool
- Tap Join Carpool, then Scan Code
- Scan the driver's QR code
When each person reaches their destination, they tap Stop then Save. The return trip is added to both users' history.
What If Plans Change?
Here's how to handle the most common disruptions. Message your match as early as possible through CommuteHub. There's no formal cancellation system for individual carpool trips, so communication happens directly between users. If you're the driver and can't make it, give your rider as much notice as you can so they have time to find an alternative. Many organizations offer a guaranteed ride home, that would be an ideal situation to use those.
Vanpooling: Same Process, More Seats
If your organization supports vanpooling, the process is nearly identical to carpooling. The only real difference is the number of participants. Everything else works the same way: search in Pools, connect via messaging, coordinate pickup, record trips via QR code, and earn incentives.
If you know how to carpool in CommuteHub, you already know how to vanpool.
Common Mistakes to Avoid
Ending a trip outside an eligibility zone If your organization uses eligibility zones, verify you're inside one before tapping Stop. When in doubt, tap Stop a minute or two before you expect to arrive and confirm your location on the map.
Forgetting to tap Save after stopping Stopping the recording does not complete the process on its own. Always tap Save when prompted, or the trip will not be logged.
Starting the recording after you've already left For accurate trip data and full eligibility, start recording before you begin driving. Starting mid-trip may result in incomplete data.
Not scanning the QR code Both users need to complete the QR code pairing. A trip with unconnected riders may not count toward carpool incentives.