Keep Vehicles and Drivers Available

Availability is checked for the intended time window. It is not just a manually selected Available status. Use the reason shown by the planner or Fleet Availability report to decide what must be corrected.

Check the resource and the interval

Before allocation, confirm the company and intended departure/arrival window. Existing allocations, active trips and timed restrictions can make a vehicle or driver unavailable even when they are free at the moment you open the form.

For a vehicle, check:

• Transport is enabled and the vehicle is not disabled.
• Category, ownership and company information are valid.
• A linked company Asset is usable; sold, scrapped or other non-operational assets must not be dispatched.
• Mandatory insurance and Vehicle Documents are present and valid at the evaluated date.
• No overlapping trip, allocation, availability block, maintenance/repair restriction or unresolved blocking incident applies.

For a driver, check active status, licence expiry, employee/company context and conflicts with other allocations or trips. Selecting a different driver does not remove a vehicle's own restriction.

Manage compliance rather than overriding it

Maintain Vehicle Document Type rules with the correct company/category/owner scope. Mandatory dispatch documents can block availability; warning-only expiry conditions flag upcoming work without necessarily blocking dispatch.

Insurance compliance uses the standard Vehicle insurance policy and dates. Maintain other physical evidence in Vehicle Document. A document that is expired, not yet valid, suspended or cancelled may not satisfy a required document type. Uploading an attachment without the required dates and identifiers is not enough.

Use Vehicle Compliance to understand readiness and Expiring Vehicle Documents to schedule renewals. The expiry report covers physical Vehicle Documents; review standard insurance details through compliance as well.

Record a temporary restriction

Use Vehicle Availability Block for a known unavailable interval. Select the correct vehicle/company and a start/end with the end later than the start, record the reason and submit it. Submitted blocks affect the overlapping interval; a draft is not an active block. Cancel an obsolete block through the permitted process rather than leaving it in force after the vehicle is ready.

A Vehicle Classification describes its operational use; it does not override a block or grant dispatch access.

Read the result before acting

Available means no evaluated restriction prevents dispatch for that window. Allocated or In Trip indicates assigned work. Under Maintenance or Unavailable requires the reported reason to be resolved. Compliance may be blocked even where another operational reason is shown first.

Changing a status display does not clear its source condition. Close or correct the underlying trip, allocation, repair, incident, block or compliance record through the appropriate process, then refresh the report and re-check the same interval.

[Screenshot: Fleet Availability with the selected planning interval, operational state, dispatch eligibility, primary reason and current assignment]

If a vehicle becomes unavailable after assignment, follow Handle Incidents and Repairs.