Fleet · Daily operations · 10 min read

Drivers, assignments and pool reservations

Create driver profiles, hand vehicles to drivers with dates, and book pool vehicles with approval, check-out and return.

Before you begin

• The HR employee exists (for staff drivers) and has a system user if they will use the driver app.
• The vehicle is Available or Assigned. Vehicles that are inactive, out of service, under maintenance or broken down cannot be assigned.
• Licence, medical and permit details are visible only to users who hold fleet.driver.view.

Create a driver

1. Open Fleet > Fleet > Drivers and click New Driver.
2. Choose the Employee (HR). The system fills name, phone, e-mail, login, code and the driving licence number and expiry from HR when the driver fields are empty. For an outside driver leave the employee empty and type the Name.
3. Enter Licence number, Licence country, Licence categories (comma separated), Licence issued and Licence expires.
4. Fill permit, medical clearance and training details if you track them, and the Branch.
5. Set Fleet status: Active, Suspended, Unavailable or Inactive.
6. Click Save.

The list shows the effective status. Licence Expired and On Leave are worked out by the system from the expiry date and approved or taken HR leave. A leave request that is still pending does not change the status.

Assign a vehicle

1. Open Fleet > Fleet > Assignments and click Assign a vehicle, or use Assign Driver on Vehicle 360.
2. Choose the Vehicle and Driver. The driver is optional only for Pool, Project and Shared types.
3. Choose the Type: Primary, Temporary, Shared, Pool vehicle, Trip or Project. Temporary and Trip need an Until date.
4. Set From (blank means now) and Until. A start more than 5 minutes ahead makes the assignment Planned; the system starts it when the time comes.
5. Enter the Odometer at hand-over, a project or cost centre, and the purpose.
6. Save.

The system refuses an assignment when the driver is suspended, inactive or unavailable, has no licence expiry on file, has a licence that expires before the assignment ends, is on approved leave, or lacks the licence category for a truck, bus or heavy equipment. The message names the driver and the date, for example "Ali is on approved leave 2026-10-01 to 2026-10-10."

A Primary assignment hands the vehicle over: the previous driver's assignment ends with the note "Handed over", and if the new driver held another primary vehicle that assignment ends too.

When Cross-branch assignment in Fleet Settings is Not allowed, a driver from another branch is refused. With Needs approval, the assignment stays Planned until a different person with fleet.assign approves it on the Assignments list.

End an assignment

On Assignments, click End on an active row, enter the Ended at time and Odometer at return, and save. The distance is end minus start, the reading is recorded in the odometer history, and the vehicle becomes Available.

Book a pool vehicle

1. Open Fleet > Fleet > Reservations and click Book a vehicle.
2. Choose a Vehicle, or the kind in Any vehicle of this kind (the first free vehicle of that category is taken on approval).
3. Set Pickup and Return, Destination and Purpose. The pickup cannot be more than an hour in the past and the return must be later.
4. Leave Driver blank to use your own driver profile.
5. Save. The booking is Requested and coordinators are notified.

A coordinator with fleet.assign opens the booking and clicks Approve or Reject. The requester cannot approve their own booking. An approved booking becomes Reserved. Ordinary users see only their own bookings; coordinators see all.

Check out and return

1. At pickup, click Check out on the reservation. Confirm the driver, enter the Odometer and optionally fuel level and condition. If Fleet Settings requires it, complete the pre-trip checklist first.
2. The system creates an active Pool assignment and the vehicle becomes In use.
3. On return, click Return, enter the Odometer (not below the check-out reading), and note any Damage, Other issues or a refill need.

Damage or issues raise a service request automatically (Body damage for damage, otherwise Repair).

What happens next

The Dashboard, Vehicle 360 and calendar show the driver. Reservations appear on Fleet > Fleet > Calendar across their days.

Good to know

• A booking cannot overlap another approved, reserved or checked-out booking of the same vehicle.
• A requester or a coordinator can cancel a booking that is Requested, Approved or Reserved.
• A driver profile cannot be created twice for the same employee.