Prepare a vehicle and driver for assignment

Goal

Create one usable vehicle-driver pair and verify that both resources are active, compliant, and selectable for a booking.

Prerequisites

• Your role can create and edit Fleet and Drivers.
• You have the vehicle registration, class, capacity, status, insurance, and maintenance information.
• You have the driver's real identity, email, licence details, availability, and qualified vehicle information.
• Required files have been checked for sensitive or unnecessary personal data.

Steps

1. Open Fleet and select Add Vehicle.
2. Enter make, model, year, registration, class, capacity, status, fuel type, and relevant features, then save.
3. Open the vehicle detail and add insurance, registration, MOT or inspection, and other documents with correct expiry dates.
4. Add maintenance history and use Schedule Maintenance for the next known service.
5. Open Company > Drivers and select Add Driver.
6. Enter the driver's name, email, phone, licence details, active status, and operational qualifications, then select Add Driver.
7. Add the driver's documents and certifications with correct expiry dates.
8. Set the driver's availability or time off in the roster.
9. Select Invite to app when the driver needs portal access, then verify the invitation result.
10. Create or open a safe test booking and confirm that the active vehicle and driver are selectable without a hidden compliance, capacity, maintenance, or schedule conflict.

Expected result

The vehicle and driver appear as active company resources, their current documents and schedules are visible, and both can be selected for an eligible test journey.

Troubleshooting

• The vehicle is unavailable: check its status, maintenance window, capacity, class, and overlapping assignment.
• The driver is unavailable: check active status, time off, existing occupied window, licence status, and assignment ownership.
• A document alert is missing: driver document expiry has a background reminder path. Vehicle expiry information may require checking the vehicle detail directly.
• Pricing cannot use the vehicle: assign the correct class and configure a class fallback or vehicle-specific pricing profile.
• The driver invite fails: verify the unique email and connected mailbox, then resend.
• A qualification is not offered in the add form: review the saved driver detail before relying on advanced matching fields.

Related articles

• Configure pricing and verify a quote
• Invite a driver and complete a trip
• Create and schedule a booking