Fleet Calendar

The Fleet Calendar gives you a single, visual view of your entire fleet so you can see which vehicles are booked, which are free, and where reservations overlap or conflict – at a glance.

Where to access it

Open the left menu and choose Fleet Calendar (a top-level item). The page shows a scrolling grid with a 30-day window across the top and one row per vehicle.

How the calendar is organized

• Vehicles are listed as rows and grouped under their category headings (for example Economy or SUV).
• The columns across the top are the days of the chosen 30-day window, with the current day highlighted.
• Each vehicle row shows a small colour swatch, the License Plate (or its reference number), and the vehicle name. An Inactive badge appears next to vehicles that are not active.
• A colour legend above the grid explains the reservation statuses: New, Not confirmed, Confirmed, and Completed.

Filtering and navigation

• Use the Category dropdown to show only All categories or a single category (the number of vehicles in each category is shown next to its name).
• Move the window back and forward 30 days with the Previous 30 days and Next 30 days arrow buttons, or jump to the current date with Today.
• You can also pick a specific start date with the date field, which re-centres the window from that day.
• The heading above the grid shows the exact range being displayed, for example "from 1 Jan to 30 Jan".

Reading reservations and blocked periods

• Each reservation appears as a coloured bar spanning the days it covers, showing the pick-up time, the customer name, and the return time. Its colour reflects the reservation status from the legend.
• Clicking a reservation bar opens that reservation in the reservation editor.
• Click the i (info) button on a reservation to open the Reservation Details window, which shows the customer, phone, email, reservation number, status, vehicle, category, pickup and return locations, dates, and total price. From there you can choose Open Reservation.
• Blocked periods are shown as grey bars with their times. Hover over one to see its description.
• Reservations that are not yet assigned to a specific vehicle are grouped under a Vehicle not allocated row at the top of their category.

Changing, unassigning, and blocking vehicles

Several actions are available directly from the calendar:

• Change vehicle (car icon) – for a reservation that is still open (status New, Not confirmed, or Confirmed) and whose vehicle has not yet been picked up. This opens a window where you pick a replacement vehicle from the same category.
• Unassign vehicle (car-off icon) – removes the vehicle from an open reservation that has not been picked up, leaving the reservation without a specific vehicle.
• Block vehicle (ban icon next to a vehicle) – opens the Block Vehicle window where you set a From and To date and time and an optional Description, then choose Save Block. This marks the vehicle as unavailable for that period.
• Edit or delete an existing blocked period with the pencil and trash buttons on its bar.

How to use it

1. Open Fleet Calendar from the left menu.
2. Optionally choose a Category and adjust the date window to focus on the period you care about.
3. Scan the rows to spot free vehicles, double-bookings, or gaps.
4. Click a reservation bar to open it, or use the info button to review its details.
5. Use Change vehicle, Unassign vehicle, or Block vehicle as needed to resolve conflicts.

What happens next

• Changes made in the windows (for example, reassigning a vehicle or adding a block) are saved to the reservation or vehicle and reflected on the calendar immediately.
• When you block a vehicle, it is no longer offered for reservations during the blocked period.
• Reassigning a vehicle updates which vehicle is attached to that reservation.

Important behavior and special cases

• Reservations with the status Cancelled or No show do not appear on the calendar.
• The Change vehicle and Unassign vehicle actions are only offered for reservations whose status is still open and whose vehicle has not yet been picked up.
• Vehicles with no valid location are still listed; the calendar is about bookings and blocks, not live position.
• Vehicles that are inactive appear in the list with an Inactive badge so you can still see their past or future bookings.

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