Introduction
Some bookings need the vehicle (the app calls it the "asset") moved: delivered to the customer, collected afterwards, or driven to the branch where the customer picks it up. The screen headed Transports collects all of these, so you can plan them. Across the top sit Back, the heading and three buttons, Day plans, All transports and Refresh; below them three counter tiles, To schedule, Scheduled and Needs attention, and a card with three tabs of the same names.
You would be here because:
- you are giving this week's deliveries and collections a time and a driver;
- a customer picks up in Utrecht and their car is parked in Amersfoort;
- a car was moved, and you want to know which planned trips no longer fit;
- you are just checking what is planned and what has no driver yet.
Words this screen uses
| The screen says | What it means |
|---|---|
| Delivery | Bringing the vehicle to the customer before the rental starts |
| Collection | Fetching the vehicle from the customer after the rental ends |
| Transfer | Driving the vehicle between two of your own locations |
| Proposed | A transfer the app suggested by itself; nobody has planned it yet |
| Based on | Why the app expects the vehicle to start (or end) there |
The work on To schedule comes from deliveries and collections added on a booking's Transport tab, and from transfers the app proposes when a booked vehicle will stand at the wrong branch. Use this screen to plan what your bookings need; a single trip is created, changed or completed on its own screen, see Plan and complete a vehicle transport.
How to use
Configuration
There is nothing to switch on for the Transports screen itself. Three things must be in place elsewhere:
- A transport option on the vehicle class. A delivery or collection can only be added to a booking when its vehicle class (the app calls it the "asset group") has a transport add-on with a price. Without it the booking's Transport tab says No transport option for this vehicle group. Add one to the asset group to plan a delivery. See Set up a damage fee, young driver surcharge or other special add-on.
- Each vehicle's location. Proposed transfers and the expected origin are worked out from where the vehicle stands, so its Current location must be right; see Check where a vehicle is and whether it is clean.
- Drivers. The Driver boxes offer the people on your Drivers list; see Add your transport drivers and put them on a job.
Before you start: any staff account can open Transports and schedule, remove or keep the rows on it. The screen only shows bookings and transports whose pickup or return location, or whose start or end location, is one of the locations on your own profile. A booking at a branch you are not assigned to does not appear for you.
Using the Transports screen
From the main menu, open Bookings, then Show more. Under the heading Transport, click the Transports tile (the first of two, before Drivers). The Transports to schedule and Transports need attention tiles on your daily overview (Check your daily overview) open the same screen.
Request a delivery or collection on the booking. On the Booking details screen, open the booking's Transport tab:
- Click Add delivery or Add collection. A popup headed Transport opens.
- Under Destination, choose Customer address, Our location (then a Location) or Other address (then an Address).
- Under When, set Date and time: when a delivery must be there, or from when a collection can be picked up. It starts at the booking's pickup or return time.
- Leave Charge the customer on to charge Price excl. VAT plus VAT %, or switch it off for a free trip. Tick Also charge the fuel used for the transport if the customer pays the fuel.
- Click Save. After a delivery, Also collect it at the end of the rental? offers Add collection or No, customer returns it.
The trip shows To schedule on the booking and on Transports. On the classic booking screen, use the folder icon on the Transport card instead, then Add and Create; that trip reaches Transports too.
Schedule what is waiting. On the Transports screen:
- Open the To schedule tab. Needed on turns red Overdue once the day has passed; click a Booking number to open the booking. The Based on column is hidden; switch it on with the column-visibility control at the top right of the table.
- Click Schedule on a row. For a delivery or collection a popup headed Schedule transport opens; for a proposed transfer, one headed Schedule transfer.
- Check Route: Origin and Destination, with a Based on line for a delivery or collection, or the Vehicle and For the pick-up of booking … for a transfer.
- Under When, check Departs and Arrives.
- Under Driver and method, pick the Driver and the Method (Trailer, Road or Other). A transfer may stay without a driver, for the drivers to divide.
- On a delivery or collection, check Odometer (km) and Fuel (%) under Vehicle at start. Add anything the driver needs in Notes for the driver.
- Click Schedule. Cancel plans nothing.
The row moves to Scheduled.
Take a row off the list. On a delivery or collection, the red bin icon asks Remove this requested transport from its booking? Its charge is removed from the booking too. On a proposed transfer, Not needed asks Is this transfer not needed? It is removed and not proposed again for this booking.
Follow up planned trips. Scheduled lists planned trips not yet completed, from two days ago onwards; Driver shows No driver when nobody is assigned, and Open transport opens the trip.
Deal with what changed. Needs attention says Nothing needs your attention. when empty. Otherwise each card names what no longer fits, with a button to keep the plan and one to change it:
| The card says | What happened | Your choices |
|---|---|---|
| Origin changed | The vehicle will now start somewhere else | Keep planned origin / Change origin to expected |
| Destination changed | After a collection, the vehicle is now needed elsewhere, usually at its next pickup | Keep planned destination / Change destination to expected |
| Time doesn't fit | It arrives after the customer expects it, or leaves before the vehicle can be collected | Keep planned time / Change time (opens the transport) |
| Not needed | The vehicle will already be at that location | Keep transport / Remove transport |
| Transfer not needed, under No longer needed | The vehicle is already where the transfer would take it | Keep transfer / Cancel transfer; Cancel all for the whole list |
Changing or removing asks for confirmation first.
Key details
How a proposed transfer is made. For confirmed and unconfirmed bookings with a vehicle, from two days overdue to 14 days ahead, the app works out where the vehicle will be two hours before pickup. That is where its last open transport ends, where its previous booking is returned, or else where it stands now. If that is another of your locations, it proposes a transfer without a driver, leaving two hours before pickup. Bookings with a delivery are skipped. This runs when the screen opens, on Refresh, when a vehicle's location changes, and every night.
Worked example. Booking 10452 is picked up in Utrecht on Friday 6 November 2026 at 09:00. Its car, GH-123-K, is out on another rental that is due back in Amersfoort on Thursday. To schedule shows a Transfer row marked Proposed, Amersfoort to Utrecht, needed on 6 November at 09:00. You click Schedule: Departs is 07:00 and Arrives 09:00. You pick Sanne as Driver, choose Road and click Schedule; the trip moves to Scheduled. On Wednesday the other customer brings the car back early at Utrecht and the return is finalised there. The transfer now appears on Needs attention as Transfer not needed, and you click Cancel transfer.
Once scheduled, the route is fixed. A later change in the vehicle's plans shows up under Needs attention; it does not change the trip. Scheduling does not move the vehicle either: only completing the transport does.
What a delivery or collection costs. The price comes from the vehicle class's transport add-on on the price list and is added to the booking by itself. A €45.00 delivery at 21% VAT adds €54.45 to the booking; with Charge the customer off it adds nothing and the trip is still planned. Removing the request removes its charge. See Find out how a price was worked out.
What to do next: work Needs attention first, then the Overdue rows on To schedule, then the rest; give every No driver trip a driver before its day. The day plan on Plan and complete a vehicle transport shows each driver's trips.
Q&A
Why does Schedule say "Assign a vehicle to the booking first"? The booking has a vehicle class but no vehicle yet, and the app cannot know where the trip starts. Assign the vehicle as described on Change the vehicle or class on a booking, then click Schedule again.
Why does the Schedule popup stay open with "When does it leave?" or "It cannot arrive before it leaves."? Departs or Arrives is empty (the message is When does it leave? or When does it arrive?), or Arrives is earlier than Departs. Fill in or correct the time and click Schedule again.
Why does Save on the booking's Transport popup say "This is the booking's pick-up location"? You chose Our location with the same branch the customer collects from, so no transport is needed. The same applies to a collection to the return location. Choose another destination, or click Cancel.
Why does the Transport tab say there is no transport option? The vehicle class has no transport add-on, so the app has nothing to price the trip with. Ask your administrator to add one to the vehicle class; see Set up a damage fee, young driver surcharge or other special add-on.
I removed a request by mistake. How do I get it back? Add it again on the booking's Transport tab with Add delivery or Add collection. Removing it also took its charge off the booking, so check the price after.
I clicked Not needed on a proposal, and now the transfer is needed after all. A transfer marked Not needed is not proposed again for that booking and location. Create it by hand with New on All transports; see Plan and complete a vehicle transport.
Why is a booking I know needs a transfer not on To schedule? Check that its pickup is no more than 14 days ahead, that it is confirmed or unconfirmed, that it has a vehicle, and that the vehicle's Current location is right. Then click Refresh. A booking that already has a delivery gets no proposal, and a booking at a location outside your profile is not shown to you.
Why did a proposed transfer disappear without anyone scheduling it? The vehicle's plans changed and the transfer was no longer needed, so the app removed it; or a colleague gave it a driver on the transport's own screen, which counts as scheduling it. Look for it on Scheduled.
Why does a transport still appear on Scheduled after the driver delivered the car? Nobody has completed it yet. Open it with Open transport and click Mark as completed; see Plan and complete a vehicle transport.
Why are trips older than two days missing? Scheduled and Needs attention only show trips from two days ago onwards. Find older ones on All transports.
Where is the old Transport planner with the Van and Tot dates? It was replaced by this screen. The bookings it listed now appear as proposed transfers on To schedule by themselves.
Related pages:
- Plan and complete a vehicle transport — open, change, complete or delete one trip, and the day plan
- Add your transport drivers and put them on a job — the people in the Driver box
- Check where a vehicle is and whether it is clean — the location the proposals start from
- Find your way around the Booking details screen — where the Transport tab sits
- Reschedule bookings on the Scheduler — see planned transports next to the bookings