Find bookings whose vehicle has to be moved first

Introduction

A booking is picked up at one of your locations, but the vehicle (the app calls it the "asset") is not always standing there. The screen headed Transport planner lists the upcoming bookings where the vehicle is at a different location from the one the customer will collect it from, and lets you plan the move for several of them in one go. Across the top sit a Back link and the heading; below them two date boxes, Van and Tot, with an Update button; below that the list itself, with a Schedule button above it.

You would be here because:

• You are checking tomorrow's pickups to see which cars still have to be driven to another branch.
• A customer booked a pickup in Utrecht, and the car they are getting is parked in Amersfoort.
• A colleague moved cars around by hand, and you want to know which bookings are now at the wrong branch.
• You want to plan all of this week's branch-to-branch moves at once instead of one at a time.

Words this screen uses

The list's column headings are in Dutch for every user. Skim this table once; you will come back to particular rows as they come up:

Every way to plan a move for a booking

Use the planner when the move is needed because of a booking's pickup location.

How to use

Configuration

The planner has no settings of its own. It works from two things that must already be right: each vehicle's Current location, and each booking's pickup location. See Check where a vehicle is and whether it is clean for the first.

Before you start: only a company administrator account can open the Transport planner and use Schedule. With any other staff account the screen does not open. Ask your company administrator if you need it.

Using the Transport planner

From the main menu, open Bookings, then Show more. Under the heading Transport, click the Transport planner tile (the middle one of three, between Transport and Drivers).

1. Set Van and Tot. They start at today and tomorrow. The list covers the whole of both days, from midnight at the start of Van to midnight at the end of Tot.
2. Click Update. The list refreshes for the new dates.
3. Read each row. It is a booking that has not been picked up yet, runs at least partly within your dates, and whose vehicle is at a different location from the pickup location: compare Locatie object with Ophaallocatie boeking. Each column has a search box under its heading, so you can narrow the list to one branch or one registration.
4. Tick the box at the start of each booking you want to plan a move for.
5. Click Schedule, the blue button above the list. The transports are created straight away; there is no confirmation. The planner reloads, the dates go back to today and tomorrow, and the bookings you scheduled are gone from the list.
6. Open each new transport to add a driver and check the details: from the main menu open Bookings, Show more, then the Transport tile. How to do that is on Plan and complete a transport job, and adding drivers is on Add drivers and assign them to jobs.

When it worked, the booking is no longer on the planner and a new transport with status Pending is on the Transport list.

Key details

What Schedule fills in. Each transport it makes is filled in like this:

Worked example. Booking 10452 is picked up in Utrecht on Friday 2 October 2026 at 09:00. Its car, G-123-BC, is standing in Amersfoort, and its last odometer reading was 48,310 km. You set Van to 1 October and Tot to 2 October and click Update: the booking appears, because Amersfoort is not Utrecht. You tick it and click Schedule. The app creates a transport from Amersfoort to Utrecht, from 07:00 to 09:00 on 2 October, with 48,310 km at both ends and fuel at 100 at both ends. Nobody is assigned to drive it yet. A second booking picked up in Amersfoort with a car already in Amersfoort never appeared on the list.

When the vehicle actually moves. Scheduling does not change where the app thinks the car is. Locatie object still says Amersfoort until someone opens the transport and clicks Mark as completed; then the car's Current location becomes Utrecht, and the mileage and fuel from the transport are recorded on it. Update the transport's mileage and fuel figures before you mark it complete, because the ones Schedule filled in are only starting values.

Why a booking leaves the list. A booking drops off the planner as soon as it has one transport planned to go before its pickup, whether that transport is completed or not, and whichever location it goes to. It also drops off once the vehicle's location matches the pickup location, or once the customer has picked the car up. Deleting the transport puts the booking back on the list.

Transport nodig always says yes. Every booking on the list needs a transport, so the column never shows anything else and its filter does not narrow the list.

Only pickups. The planner lists moves needed before a pickup. It has no switch for bringing a car back after the customer returns it at another branch; plan those by hand with New on the Transport list.

What to do next

Open the Transport list and give each new transport a driver first; on the day, mark it complete when the car arrives, as described on Plan and complete a transport job.

Q&A

Why is a cancelled booking or a quote on the planner? The planner leaves out only bookings that have been picked up or returned. Cancelled, no-show, timed-out and quote bookings in your date range are listed too. Do not schedule them: check the booking number on Bookings, Overview first. If you scheduled one by mistake, open the transport from the Transport list and click Delete.

Why does a row have an empty Ophaallocatie boeking or Locatie object? The booking has no pickup location, or the vehicle has no current location, and the planner treats an empty location as different. Do not schedule it: the transport would be missing a location, and Mark as completed later stops with Location / address missing. Fill in the vehicle's Current location on its record (see Check where a vehicle is), or use Change location on the booking, then click Update.

Why does a row have no Kenteken? No vehicle has been assigned to the booking yet, only a class. Assign the vehicle first, as described on Change the vehicle or class on a booking, then click Update; the row either disappears or shows the right location.

Why is a booking still missing, although I know its car is at the wrong branch? Check three things: the pickup falls within Van and Tot; the customer has not already picked it up; and no transport is already planned for it. A transport planned earlier to the wrong place still hides the booking; find it on the Transport list, correct its To location, or delete it so the booking comes back.

Why did my dates jump back to today after I clicked Schedule? The planner reloads after scheduling and starts again at today and tomorrow. Set Van and Tot again and click Update to carry on.

I clicked Schedule and nothing seemed to happen. No booking was ticked. Tick at least one row, then click Schedule again.

Why does the car still show the old location after I scheduled the transport? Scheduling only plans the move. The location changes when the transport is marked complete; see When the vehicle actually moves above.

Can I plan a move to a customer's home address from here? No. The planner only plans moves between your own locations. Create the transport with New on the Transport list instead; see Plan and complete a transport job.

Related pages:

• Plan and complete a transport job — edit, assign and complete the transports this screen creates
• Add drivers and assign them to jobs — set up the people who drive them
• Check where a vehicle is and whether it is clean — how a vehicle's location is kept up to date
• Reschedule bookings on the Scheduler — see the planned transports next to the bookings