Skip to content
  • There are no suggestions because the search field is empty.

Managing vehicle availability

Whether a vehicle is off for repair, SORN'd, or out for any other reason, marking it unavailable in the platform keeps your fleet records accurate, prevents driver allocation to vehicles that can't be used, and gives you a single place to see what's out of service. This guide walks you through marking a vehicle as unavailable, recording the reason and dates, and restoring it once it's ready to go again.

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

  • Open the Vehicle Data screen and check the current availability status
  • Mark a vehicle as unavailable, with the right reason and dates
  • Understand the automatic driver deallocation that follows
  • Verify the status change in the vehicles table
  • Filter to view only unavailable vehicles
  • Restore a vehicle to available status when it's back in service

Step 1: Open the Vehicle Data screen

Screenshot 2026-05-20 at 16.40.13 1

 

  1. From the vehicles list, select the vehicle you need to update.
  2. Open the Vehicle Data screen.
  3. Locate the Available toggle near the vehicle status section.
  4. Confirm the current status before making any changes:
    • Green — vehicle is currently available.
    • Red — vehicle is currently unavailable.

Step 2: Mark a vehicle as unavailable

Screenshot 2026-05-20 at 16.41.30 1

 

  1. On the Vehicle Data screen, switch or click the Available toggle off so that the toggle turns red.
  2. A pop-up window will appear.
  3. In the pop-up, enter:
    • The date of unavailability
    • The expected availability date
    • A reason for the vehicle being unavailable

💡 Set the expected availability date when you first enter it — accurate dates upfront save you having to come back and tidy up records later.


Step 3: Select the correct unavailability reason

Screenshot 2026-05-20 at 16.43.14 1

 

  1. Choose one of the available reasons in the pop-up:
    • SORN
    • Under Repair
    • Not Compliant
    • Other
  2. Confirm the selection before saving.
  3. Review the vehicle record to ensure the status change has been applied correctly.

⚠️ Pick the right reason category — it feeds into maintenance and compliance tracking. Other should be a last resort, not a default.

Step 4: Understand the automatic driver deallocation

  1. When a vehicle is marked unavailable, the platform automatically deallocates any assigned driver.
  2. The unavailable vehicle can no longer be selected for driver allocation.
  3. Verify the driver has been removed from the vehicle assignment if needed.

⚠️ Confirm the impact before you switch the toggle. If a driver is currently allocated, they'll lose access to the vehicle the moment you save — make sure they have an alternative arrangement if it matters.

Step 5: Verify the vehicle status in the vehicles table

screenshot7

  1. Return to the vehicles table.
  2. Confirm the vehicle now displays as red, showing it isn't available to drive.
  3. Use this view to quickly validate that the status update was successful.

💡 The colour is a fast visual check — make it your habit to glance at the table right after any status change.

Step 6: Filter to view only unavailable vehicles

Screenshot 2026-05-20 at 16.44.37 1

  1. In the vehicles area, select the Not available to drive category under the Managed Vehicles title.
  2. Use the filter to display only vehicles that are currently unavailable.
  3. Review the filtered list to monitor vehicles out of service.

Step 7: Restore a vehicle to available status

Screenshot 2026-05-20 at 16.49.42 1

  1. When the vehicle is ready to return to service, go back to the individual vehicle record.
  2. Toggle Available back on.
  3. Confirm the change when prompted.
  4. Once confirmed, the vehicle becomes available to drive again.
  5. Reallocate a driver if required. (see section Vehicles management to guide you through allocating a driver)

💡 Restore availability promptly once the vehicle is back in service so it can be reassigned without delay.

Tips for keeping vehicle availability accurate

  • Use the Not available to drive filter to quickly review every out-of-service vehicle in one place.
  • Confirm the expected availability date at the time of entry to reduce follow-up corrections.
  • Use the vehicle status colour in the table as a fast visual validation step after any change.
  • Restore availability promptly once a vehicle is back in service so it can be reassigned without delay.
  • Use the correct reason category so maintenance and compliance reporting stay reliable.

What's next?