Software
Rooms, vehicles, equipment and facilities, booked by rules, approved where needed and tracked from check-out to return.
Superstack builds resource booking software for organisations where pool cars, meeting rooms, trailers and survey gear are shared by many and owned by nobody. You get one place to book, rules that decide who can have what and when, approvals where they matter, and a record of who took it.
shared things, daily arguments
resource booking software by rules
Every resource gets rules, every booking gets a name, and every check-out gets a record. The modules below cover the catalogue, the calendar, approvals, QR check-out and the reports that settle the second-van argument.
01 of 8
Each room, vehicle or trailer carries its own rules: who can book it, what licence it needs and whether it needs sign-off. A council opens the pool cars to all staff, but the flatbed truck only to the right licence class.
02 of 8
One calendar shows every resource by day, week or site, colour-coded by team. A sports coordinator sees the minibus is free on Thursday and books it in the same view. Filters cut the list to vehicles, one building, or free right now.
03 of 8
Most bookings confirm on the spot. The rest go to the right person: the fleet manager for a weekend vehicle, the principal for the hall. One tap approves or declines, and the requester hears at once, not after a chat thread.
04 of 8
A QR code sits on the key hook or the equipment case. Scanning it checks the item out against the booking, under a name and a time. On return the borrower scans again, adds the odometer reading or a dent photo, and it is free again.
05 of 8
The system refuses overlapping bookings and applies the rules nobody wrote down: a vehicle out for a service cannot be booked, a room with a class in it is not free for a meeting, and gear not yet checked back in is unavailable.
06 of 8
Reports show how often each resource is booked and how many bookings went unused. A fleet manager sees two of the five utes sit idle while the trailer is booked every day. Usage is charged to a department or project at your rate.
07 of 8
People hear only about what concerns them. Requesters get a confirmation and a pick-up reminder. The next in line hears when a booking is cancelled. The fleet manager gets a note when a vehicle comes back late or damaged, by email, SMS or push.
08 of 8
Meeting rooms stay bookable from the calendar your staff already use. A room booked in Outlook or Google Calendar appears in the system, rules applied, and a booking made here shows there too. Vehicle and gear bookings land on the requester's own calendar.
A staff member picks a ute for Thursday. The system checks licence class, service schedule and booking window, then asks the fleet manager because it spans a weekend. The manager taps approve. On Thursday the driver scans the code on the key hook, and on return scans again and photographs a scrape. Trip and damage note land in the usage report.
Google Calendar, Outlook and Teams rooms sync both ways, so a room booked anywhere shows everywhere. Your accounting software receives chargebacks by department or project. Twilio sends SMS approvals and reminders. Your asset register feeds the catalogue, so a sold vehicle disappears.
Any system with an API connects. Click a logo to visit them.
Xero
MYOB
Stripe
Google Workspace
Microsoft 365
Twilio
Shopify
HubSpotAI is optional here, and most organisations never need it: rules and a QR code do the heavy lifting. See how we use AI and business process automation.
The nearest free vehicle or a similar room, offered as you book.
A monthly note on what sat idle, before the next purchase request.
A warning that the weekly training will collide with the board meeting.
Everyone books from the browser. The people who own the resources manage them here: the fleet manager sets vehicle rules, facilities sets room rules, and finance runs the chargeback report at month end.
The asset booking app is built for the moment of pick-up: scan out, scan back, photograph damage, book the trailer while standing beside it, and approve requests on the move.
External hirers, such as a club booking the hall, request through a portal with their own rules and rates. All three share one database, so the facility booking software cannot promise the hall twice.
Pool cars, rooms and civic spaces under one rulebook.
Schools and training providersMinibus, lab and projector trolley booked from the staffroom.
Construction and trades fleetsUtes, trailers and gear tracked to a site and a person.
Community facilitiesHalls, courts and grounds hired by clubs, approved where needed.
Corporate officesRooms, hot desks and pool cars booked from Outlook.
Quickest start
We customise the existing Superstack resource booking module with your catalogue, rules and approvers, the quickest route for ordinary resources.
Most common
We combine resource booking with asset management, a staff portal, QR check-in and your accounting software chargebacks in one platform. Councils usually land here.
Fully bespoke
A fully bespoke system for rules nothing off the shelf can express: fleets shared across entities, hazardous equipment, or bookings tied to consents.
Yes. The room booking system NZ offices already have usually lives in Outlook or Google Calendar, and we keep it there. Rooms sync both ways, with your rules applied from either side. Vehicles and equipment do not belong in a shared calendar, so those live here and show on the requester's calendar.
Each resource gets a QR code on its key hook or case. At pick-up the person scans it, confirms who they are, and the check-out is logged. Returning is the same scan plus an odometer reading or a damage photo. Any phone camera works, and the equipment booking software knows who has what.
Yes. Approval is a rule on the resource, not a habit. The minibus needs the office manager, the weekend hall needs the facilities lead, and a pool car needs nobody. Approvers get the request and decide in one tap. If they are away, it goes to their backup after the time you set.
Yes. Each booking carries a cost centre or project code, and each resource a rate per hour, day or kilometre. At month end the system totals usage by department and sends the chargebacks to your accounting software as invoices or journals. You can also skip the money and simply report who used what.
Yes. Every resource belongs to a site, and every site has its own managers, rules and calendar. A council with a depot, a library and a civic centre sees all three or one at a time. Vehicles move between sites freely: the vehicle booking system records where each one is now.
Yes. Staff book, scan and approve from a mobile app, or from the browser on their phone if they would rather not install anything. Managers clear approvals from wherever they are, and a driver photographs damage at the return bay before walking away. Everything lands in the same database as the web app.
Built around the way you work.
Your business shouldn't have to fit someone else's software. Tell us how your business works. We'll show you what Superstack can build around it.
List the five things people fight over in your organisation. We'll show you them bookable by rules.
We use cookies to see which pages help people. Nothing runs until you say yes. Read the privacy policy.