1. Define the journeys you will support
In a Bucharest office building, a fleet might support nearby meetings. On a campus with several buildings, it might connect teams. For commuting, overnight loans and next-day returns change availability. Define the accepted uses and service hours explicitly before deciding on fleet size.
Cerema’s guide to public station-based services covers feasibility, operational organisation and service economics. It offers a useful structure for asking the right questions. The scale of an urban system should not be transferred directly to a private office fleet.
2. Design the complete user journey
Test registration, booking, finding the bike, unlocking, riding, returning and reporting an incident. A phone may be one access method, but check whether the selected solution supports alternatives for users without a compatible device. Define what happens if connectivity or the application fails.
Separate the bicycle, connected lock and operating platform in the specification. Booking, location, notification and reporting features depend on the contracted configuration. Request a demonstration of the required functions and clarify subscriptions, connectivity, data rights and export at the end of the contract.
3. Organise availability and maintenance
A faulty bike should be removed from availability until checked. Users need a simple reporting instruction, and the administrator needs an identified person responsible for handling reports. Plan inspections, servicing, accessory checks and, for electric fleets, charging in accordance with equipment instructions.
Review where bikes accumulate and who redistributes them. If trips can start at one location and finish at another, redistribution becomes an operating task. If the service requires a return to the starting point, display that rule before booking and explain it during induction.
4. Clarify arrangements between tenants
In a multi-tenant building, the owner and occupiers need to define eligibility, contributions and access administration. An employee leaving or a tenant changing requires access rights to be updated. Rules for late returns, cancellation and damage should be known before the first ride.
At handover, also establish who updates instructions when access, reception hours or the contact person changes. A useful rule needs to remain easy to find. Keep reporting proportionate to the service’s purpose. To review the programme, track active users, loans, availability and repairs in aggregate. Establish access to individual information, retention periods and user information before launch with the company’s responsible teams.
5. Launch a service people understand
Organise trials, adjustments and initial accompanied rides. Introduce a route suited to participants’ ability and a visible contact point. A later feedback session helps refine booking arrangements and rules, while recurring workshops keep the service part of the building’s daily life.
BICILUM can coordinate equipment, commissioning, induction and maintenance according to the project scope. For a workplace or portfolio in Romania or France, request a feasibility assessment and a technical and financial proposal that specifies features, responsibilities and included services.
FAQ
Practical questions
Does a shared fleet always need an app?+
No. Access arrangements should reflect users and operations. A digital solution should be compared with alternatives and tested in the building’s actual conditions.
Can several tenants use the service?+
Yes, provided eligibility, costs, access and responsibilities are agreed. Platform configuration and contracts must support those arrangements.