The booking calendar view

The booking calendar gives fleet managers a scheduler-style overview of who has which vehicle and when. This article explains what the calendar shows, how to filter it, and the permission you need to use it.

Who can use the calendar

The calendar views require the bookings:view-all permission, which the FleetManager role includes. Drivers, who only hold view-own, do not have the fleet calendar and work from their personal bookings list instead.

What the calendar shows

The calendar displays bookings across the fleet as time blocks against each vehicle. For a selected date range it returns every booking whose window overlaps that range. Each entry carries:

• the vehicle, shown as "licence plate – brand model", plus its pool;
• the driver who holds the booking;
• the planned start and end times;
• the booking status; and
• any notes on the booking.

Note: The calendar data includes bookings of every status. The scheduler hides Cancelled and Rejected bookings from the visual timeline, while the underlying all-bookings table keeps them so you can still filter and see them there.

Choosing the date range

You can set a start date and an end date for the view. If you do not specify them, the calendar defaults to a window that begins about a week in the past and extends roughly a month ahead, so recent and upcoming bookings are visible at a glance. The end date must be later than the start date.

Filtering by pool

You can filter the calendar to a single vehicle pool. The pool filter list shows each active pool along with how many active vehicles it contains and whether it is a shared pool. Selecting a pool narrows both the vehicles shown and the bookings displayed to that pool.

Tip: When you filter by a specific pool, vehicles from your organization's designated common pool are still included alongside it, so shared vehicles remain visible no matter which pool you focus on.

The vehicle resource list

Alongside bookings, the calendar can load the fleet's bookable vehicles as calendar resources — active vehicles that are assigned to a pool. Each vehicle appears with its licence plate, brand, model, pool, and colour, which is useful for colour-coding rows in the scheduler.

Per-vehicle calendar

You can also open the bookings for a single vehicle — for example from a vehicle's detail page — over a chosen date range. This shows the same booking information filtered to that one vehicle, which is helpful when checking a specific car's schedule before making a change or planning maintenance. If the vehicle does not exist, you will get a "Vehicle not found" result.

Reading conflicts on the calendar

Because occupying bookings block a vehicle's slot, two active or upcoming bookings should never overlap on the same vehicle. If you are arranging a manager-driven change, use the calendar to spot free gaps — remember that back-to-back bookings (one ending exactly when the next begins) are allowed and are not a conflict.

Related

• Understanding booking conflicts and vehicle availability
• What the Driver role can book
• Which vehicles and pools you can book
• Viewing your own bookings