Vehicle Reservations
About this module: The Vehicle Reservations module enables electronic creation of requests for company vehicle reservations with an approval workflow. Users can reserve vehicles, approvers approve or reject requests, all with automatic email notifications.
1. Module Overview
- Creating reservation requests for specific dates/times
- Approval workflow with managers approving/rejecting
- Automatic email notifications about request status
- Calendar view with monthly/weekly/yearly displays
- Automatic availability checking
- Time-based reservations (hourly booking)
- Integration with Vehicle Registry module
2. Access Rights
| Level | Permissions |
|---|---|
| 0 | No access |
| 1 | Read and reserve selected vehicles only |
| 5 | Reserve any vehicle |
| 10 | Approve selected vehicles |
| 15 | Approve all vehicles |
Additional Rights
- Edit any reservations - Can modify all reservations
- Reserve on behalf of others - Create reservations for other users
3. General Settings
- Allow cancellation by requester - Users can cancel own reservations
- Time-based reservations - Enable hourly booking instead of full-day
- Default date prefill - None, Today, or Tomorrow
- Vehicle colors - Custom colors for calendar display
4. Creating a Reservation Request
- Open form - Click "Add request" or click in calendar
- Select employee - Default is logged-in user (or select other if permitted)
- Select vehicle - Only accessible vehicles are shown
- Enter dates/times - From/To with automatic availability check
- Fill details - Destination, purpose, notes
- Submit - Request saved with "Pending approval" status
After submission, approver receives automatic email notification.
5. Approval Workflow
Approver Actions
| Action | Result | Email to requester |
|---|---|---|
| Approve | Reservation confirmed, shown in calendar | Yes - approval info |
| Reject | Request rejected | Yes - rejection + reason |
| Delete | Request removed | No |
Status Colors
- Yellow - Pending approval
- Green - Approved
- Red - Rejected
6. Three Display Views
Requests (Table view)
List of all requests with filtering, sorting, search, export to Excel, and print.
Monthly View (FullCalendar)
- Vehicle selection checkboxes
- Color-coded reservations
- Create reservations by clicking or dragging
- Tooltips with reservation details
- Drag to reschedule (if permitted)
Yearly View
12-month overview for long-term planning (only available without time-based reservations).
7. Time-Based Reservations
Enable in Settings to allow hourly bookings:
- Multiple users can share one vehicle per day
- More efficient fleet utilization
- Precise hour-by-hour planning
8. Availability Checking
Automatic check when selecting vehicle or changing dates:
- ✓ Vehicle available - Can proceed
- ✗ Vehicle occupied - Shows conflicting reservations
9. Approval/Rejection Notes
Approvers can add notes visible in email and reservation details:
- Rejection reasons: "Vehicle in service"
- Approval conditions: "Pick up keys from secretary"
- Warnings: "Check the bumper damage"
10. Cancellation
- By requester - If enabled in settings, for own reservations
- By approver - For vehicles they can approve
- By admin - Level 15 can delete any reservation
11. Reserve on Behalf of Others
With this right, you can create reservations for other employees (e.g., assistant for manager). Configure which users you can represent in Settings.
12. Vehicle Colors
Set text and background colors in Vehicle Registry module. Colors appear in calendar and vehicle checkboxes for easy identification.
13. Filtering and Search
- Filter by vehicle, requester, status
- Quick status filters: All, Pending, Approved, Rejected
- Full-text search across all columns
- Combine multiple filters
14. Export and Print
- Excel export - All visible columns (Chrome only)
- Print - Current filtered view
15. Email Notifications
- New request → to approver with details and quick approval link
- Approval → to requester with confirmation
- Rejection → to requester with reason
16. Integration with Vehicle Registry
- Vehicles loaded from Vehicle Registry module
- Enable "Available for reservations" on each vehicle
- Links with Attendance, Travel Orders, Work Schedule modules
17. Tips
- Use calendar monthly view for visual planning
- Enable time-based reservations for city trips
- Use consistent color scheme for vehicle types
- Check "Pending approval" filter regularly as approver
- Delegate approval rights when away
- Export to Excel for utilization reports
18. FAQ
- No vehicles shown? - Check access rights or Vehicle Registry settings
- Cancel own reservation? - Only if enabled in settings
- Multi-day reservation? - Yes, set date from/to accordingly
- Multiple vehicles at once? - No, create separate reservations
- See others reservations? - Yes, all users see all reservations for transparency