Introduction
The Scheduler — also called the planning board — is the calendar view of your fleet. Vehicles run down the left-hand side, one row each; time runs across the top. Everything booked on a vehicle appears as a coloured bar on its row, so you can see at a glance which van is free and which is already promised.
You drag those bars. Left or right moves a rental to different dates; up or down onto another row puts it on a different vehicle; across empty space starts a new booking, a maintenance appointment or a vehicle transfer.
You will use it when:
- you want a visual overview of the whole fleet at a glance — what's out, what's free, what's coming back today
- a customer rings up and wants to extend their contract by a few days
- you need to schedule a maintenance appointment or a vehicle transport
Words this screen uses
| The screen says | It means |
|---|---|
| Asset groups | Vehicle groups — the class a customer books |
| Asset tags | Free labels stuck on a vehicle, like winter tyres |
| Resource columns | The extra vehicle details shown beside each row on the board, such as registration or location |
How to use
Configuration
The look and behaviour of the board — colours, columns, highlighted days and a handful of switches — is set once for the whole company, by an administrator, under Settings → Scheduler. Everyone else can skip straight to Using the board.
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Open the app's main menu, click Settings, then click Scheduler.
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Under Resource columns, click New to add a detail beside every vehicle row: choose what it shows in Resource area field, give it a Resource title (the label shown on the board) and a number in Order to set where it sits relative to the others. Use the icons beside an existing row to edit or delete it.
Resource area field options registration number · odometer · location · internal number · make · model · planned odometer · icons -
Under Colors, click New to set the bar colours for a location. Enter a hex code for each booking state — Draft, Unconfirmed, Confirmed, Picked up, Returned and Return notification — for example
#ff0000is red,#008000is green and#0000ffis blue. There is also a Quote colour here, but since quotes never reach the board, setting it changes nothing. Use the icons beside an existing entry to edit or delete it. -
Under Highlighted days, click New, set a Start date and End date, and save — the whole board shades that range, for a holiday week. Edit or delete an existing one with the icons beside it.
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Set the remaining switches:
Setting Default What it does change contract period On Whether dragging a booking to new dates changes the agreed contract (checks availability, can touch the price) or just the actual pickup/return times Full recalc (only shown when the above is on) Off Whether a moved booking keeps its old daily rate or is re-priced for the new dates Start editable Off Whether staff can drag the left edge of a bar to move its start backwards Open booking in new tab On Whether clicking a bar opens the booking in a second browser tab, so the board stays open Resource area width 25 The width of the vehicle-details column, in percent of the screen First day 1 (Monday) Which day the week starts on Locale — The language the board's own date and button labels use -
Click Save to keep your changes, or Cancel to discard them.
Before you start: you need rental staff or company administrator rights to open the board and move anything on it. Every drag saves at once; there is no Save button on the board and nothing to undo, so check the bar you have grabbed before you let go.
Using the board
- Open the board. There are two routes: Scheduler in the app's main menu, or the Scheduler button on your daily overview. Both land on the same board.
- Find the vehicle you want in the left-hand column and read across its row.
- Click the vehicle's name to see its details — registration, odometer, make and model, current location, fuel and transmission — in a popup, without leaving the board.
- Drag a bar left or right to shift the rental to new dates.
- Drag a bar onto another vehicle's row to move the rental to that vehicle.
- Drag across empty space on a row to start something new there.
- Click a bar to open the booking, maintenance appointment or transfer behind it.
- Click Filters to cut the vehicle list down, or Reset to bring them back.
Key details
Which vehicles get a row. A vehicle appears only if it is active, is parked at a location and belongs to a vehicle group. Any one of the three missing keeps it off the board. On top of that come your own filters.
What the colours on a bar mean. Bars are coloured by booking state, using the colours an administrator set under Settings → Scheduler (see Configuration).
| Booking state | The colour setting called |
|---|---|
| Not yet firm, still being built | Draft |
| Held, awaiting the customer's word | Unconfirmed |
| Confirmed with the customer | Confirmed |
| Vehicle collected | Picked up |
| Vehicle back with you | Returned |
| Customer says it is back, nobody has checked it | Return notification |
Cancelled bookings, expired drafts, no-shows and quotes are not drawn at all.
Dragging to new dates does one of two things. It depends on the Change contract period setting from Configuration.
| Setting | What a drag changes | Checks availability | Touches the price |
|---|---|---|---|
| Off | The actual pickup and return times only | No | No |
| On | The agreed contract period as well | Yes | Yes |
With the setting off you can drag a booking straight over another one and nothing will stop you — the board will simply show two bars overlapping. With it on, a clash is refused with New asset is not available. Long-term lease contracts are refused either way: you are told to adjust the actual dates instead.
Two different ways of re-pricing. When contract dates change, Full recalc decides which — see Configuration above. Left off, the agreed daily rate stays, applied over the new number of days. Switched on, the rate is looked up again for the new dates, so a booking dragged into high season is re-priced at high-season money. A €55,00 per day booking dragged from three days to five costs €275,00 with the switch off; with it on, five days at whatever rate now applies — perhaps €65,00, so €325,00.
Moving to another vehicle keeps the price. The booking picks up the new vehicle's group but not its rate. Drag a compact car booking onto a minibus and the customer still pays the compact car price — change it on the booking afterwards. If the new vehicle is busy on those dates, the move is refused.
Dragging on empty space creates real records. You get a draft booking on that vehicle, priced from your default price list, collecting and returning at the vehicle's own location, and it expires in ten minutes if you do not confirm it. It opens straight away so you can finish it. Where your company has set standard counter times, the times you dragged are snapped to them, so a rough drag across two days becomes a proper 08:00-to-17:00 rental. Maintenance is created as downtime; transfers start from where the vehicle is now, with its odometer reading already filled in.
Filters are yours and nobody else's. Under Filters you choose Locations, Asset group categories, Asset groups and Asset tags. Your choices apply as soon as you make them and affect nobody else's board. Picking a category selects every group inside it. Tags work the other way round: pick two, and only vehicles carrying both are shown. Reset puts every location and group back and clears the tags.
What to do next: a booking you created by dragging is still a draft — open it, add the customer and confirm it before the ten minutes run out. A rental you moved to another vehicle keeps its old price, so check the rate.
Q&A
Why won't a bar drag onto another vehicle's row, no matter what I try? Two separate things gate this. First, the booking's own state: only a Draft, Unconfirmed or Confirmed booking can be moved to another vehicle at all — once it has been Picked up, Returned or you have a Return notification for it, the vehicle can no longer be changed by dragging. Second, a bar carrying a small lock icon is locked to its vehicle on purpose. Open the booking, click Change asset, and switch off Lock on that screen — not on the board.
Why is a vehicle missing, even after I reset the filters? It has no location or no vehicle group set, or it is no longer active. Fix it on the vehicle itself; nothing on the board will.
Why do I only see one asset group category's vehicles when I ticked two? Only the last category you tick is remembered. Tick the groups themselves under Asset groups instead, and the board shows all of them.
Why is my tag filter gone when I come back tomorrow? Locations and groups are remembered, tags are not. Set them again each session.
Why doesn't Cancel on the filter screen undo my changes? Each choice is stored the moment you make it, so Cancel just closes the panel. Use Reset on the board to undo.
Why can't I drag the left edge of a bar? Extending backwards is switched off by default; an administrator can turn it on for the whole company with Start editable (see Configuration above).
Why is a transfer I know about missing from the board? Transfers show only when both ends of the journey are at locations you are down for. Bookings and maintenance have no such limit, which is why the same board shows a colleague more than it shows you.
Why doesn't the board warn me about a clash while I'm dragging dates? With change contract period switched off there is no availability check at all — the board will happily double-book a vehicle, and you find out at the counter.