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Allocating and deallocating pool vehicles

🤝 Pool vehicles move between drivers more often than allocated vehicles, so every handover and handback needs to be captured cleanly — collection dates, return mileage, and any new damage all need to land in the right places. This guide walks you through allocating a pool vehicle to a driver and deallocating it cleanly when they're done.

By the end of this section, you'll be able to:

  • Allocate a pool vehicle to a driver with the right handover details
  • Verify the allocation in the logbook and driver dashboard
  • Deallocate the vehicle and capture return mileage, personal mileage, and any damage
  • Confirm the vehicle is back in pool status and available to allocate again
  • Review the pool vehicle mileage summary after a return

Step 1: Allocate a pool vehicle to a driver

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  1. Go to the Vehicle Data page for the individual vehicle concerned.
  2. Open the Pool Vehicle tab by clicking on the tab.
  3. Click Allocate Pool Driver.
  4. Select the driver you want to assign the vehicle to.

Step 2: Enter allocation details

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  1. Confirm the selected driver is correct.
  2. Enter the collection date:
    • This usually defaults to today's date.
    • Change it if the vehicle is being collected on a different date.
  3. Enter the expected return date.
  4. Add a reason for the request.

💡 Use today's date as the default collection date unless the handover is scheduled for another day. It speeds things up and keeps records consistent.

Step 3: Confirm a successful allocation

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  1. Submit the allocation details.
  2. Confirm the platform shows the driver as allocated successfully.
  3. No additional fleet admin approval is required when the allocation is completed by a fleet admin.

Step 4: Verify allocation in the logbook and driver dashboard

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  1. Open the pool vehicle logbook in the pool vehicle table of the applicable vehicle.
  2. Check that the driver status shows Active for that vehicle, meaning a driver is currently allocated.
  3. Confirm the vehicle appears as allocated to them.

Step 5: Start the deallocation process

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  1. When the vehicle is ready to be returned, click Deallocate Driver.
  2. This initiates the process to return the vehicle to pool use availability.
  3. Review the return details before completing the handback.

Step 6: Record return details and hand back the vehicle

  1. Enter the end cumulative mileage if available.
  2. Confirm the return date is automatically set with the current date and time but can be overwritten.
  3. Add any personal mileage if applicable.
  4. Record any new damage to the vehicle.
  5. Click Hand Back Vehicle to complete the return.

⚠️ Capture any new damage immediately during deallocation. Damage recorded later is much harder to attribute to a specific driver or trip.

💡 Have mileage and damage notes ready before starting deallocation — it makes the return process a 30-second job rather than a five-minute one.

Step 7: Confirm the vehicle is back in pool status

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  1. Check the logbook to confirm the status shows Returned.
  2. Review the completed business trips for that vehicle.
  3. Verify the vehicle is now available to be allocated again.

Step 8: Review the mileage summary

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  1. View the pool vehicle mileage summary table.
  2. Confirm the total miles completed by the vehicle as a pool vehicle are displayed.
  3. Use this summary for tracking usage and reporting.
 

Tips for clean pool vehicle handovers

  • Use today's date as the default collection date unless the handover is scheduled for another day.

  • Keep mileage and damage notes ready before starting the deallocation process to speed up completion.

  • Verify the logbook after each action so you spot any update issues straight away.

  • Encourage drivers to check their dashboard after allocation so they can confirm the vehicle assignment quickly.

What's next?