Assign drivers and vehicles with smart suggestions

Start with Smart Match

On the booking's Resources tab, the Assignment & Scheduling card has a Driver and a Vehicle list. The driver list shows how many drivers are free at that time, for example "(3/5 available)". Before you pick by memory, select Smart Match. Smart Suggestions lists driver and vehicle pairs, each marked Available, Warning or Blocked.

Picking an Available pair assigns it straight away. Picking one marked Warning or Blocked opens the conflict check first, because that driver or vehicle already has something at that time. If the list is empty, the message says to add more drivers and vehicles; if it could not load, it says so, and that is not the same as no match.

Capacity is checked, so enter it

4fleet compares the passengers and luggage on each job with the seats and luggage room of the vehicle. A vehicle that is too small is refused. An Owner or Admin can keep it by answering Keep a vehicle that is too small? with a reason, which is recorded on the booking. The Capacity and requirements by job panel shows for each job whether the vehicle fits.

The check is only as good as the numbers behind it. A vehicle with no seat count, or a job with no passenger count, shows as capacity unknown. Enter seats and luggage room when you add a vehicle, and passengers and bags on every job.

Whole booking or job by job

When all jobs of a booking share one driver and vehicle, assign them once at booking level. When the outbound and the return need different crews, select Assign per job; each job on the Itinerary tab then gets its own Vehicle and Driver. Assign at booking level takes you back.

Several bookings at once

For a batch of simple bookings, such as the same driver on a week of hotel transfers, select them in the Bookings list and use Assign driver / vehicle. Leave a field on Keep current to leave it as it is. This does not change the booking status. A booking with several jobs is refused in the batch; assign each of its jobs on its own.

When you double-book on purpose

Sometimes the overlap is fine, for example a short airport drop that ends before the next pickup. Only Owners and Admins can override a conflict, and the override is a decision you should be able to explain the next morning. If a partner is covering a job, undo the partner choice on Partner quotes before you assign your own driver.