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Use this guide if you run transport for your organization. You need the right transport permissions to approve, assign, or record fees.

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Set up vehicles

Vehicles are assets in your transport asset categories.
1

Choose vehicle categories

Go to Settings > Transport. Under Transportation Asset Categories, select the asset categories that count as vehicles.
2

Add vehicle assets

Add assets to those categories. You can click Add Vehicle on the Vehicles tab.
3

Choose who can drive

Under Who can be a driver?, select the roles that can be assigned as drivers. Leave it empty to allow everyone.
The Vehicles tab lists each vehicle with its category and the number of trips in the last 30 days. Click a vehicle to open its asset page.

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Approve and assign a request

1

Find pending requests

On the Requests tab, switch between List and Board views. In the board, you can group cards by status, date, driver, or vehicle.
2

Open the request

Click a pending request. If it’s waiting on you, a banner shows Approval Required with Approve and Reject buttons. Other people see Pending Approval instead.
3

Approve and assign

Click Approve. The Approve & Assign dialog opens, because every approved trip needs a vehicle. Select a Vehicle, and optionally a Driver. The request moves to Approved.
To decline, click Reject in the banner and give a reason. The requester is notified. After a decision, the banner shows Approved or Rejected and who made the call. If an approval rule limits who can approve, the banner names the approvers. To assign several requests at once from the list, select them and use Assign Vehicle or Assign Driver.
A vehicle can’t be double-booked. If the vehicle already has an overlapping booking, a Vehicle Conflict card appears in the form. Pick another vehicle or change the time to continue. If Driver Conflict Warning is on and the driver has an overlapping trip, a Driver Conflict card appears, and you can click Assign Anyway to override it.Each card lists the overlapping trips or asset bookings with their purpose and time. Click one to open it in a new tab without losing your form.

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View the schedule

On the Schedule tab, choose Day, Week, Month, or Agenda. In Day and Week views, show columns by Vehicles or Drivers to see who is busy. Click Today to return to the current date.

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Complete a trip

After the trip, open the request and click Complete Trip. Optionally enter the Start (km) and End (km) odometer readings. The assigned driver can complete their own trip if their role allows it, and admins can complete it on the driver’s behalf. When the trip is completed, the requester gets an email asking them to rate it.

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Record fees

1

Add a fee

On the Fees tab, click Add Fee.
2

Enter the details

Choose a Type — Parking, Toll, Fuel, or Other — and enter the Amount. Under Link to, pick a Trip or a Vehicle. Add a note and attach receipts as images or PDFs.
3

Save

Click Save.
Use Display by to see fees as a list or totals by week or month. Use Segment by to split totals by type, vehicle, or driver. Click Export CSV to download the data.

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Read reviews

The Reviews tab lists requester ratings. Filter by star rating and sort by Most Relevant, Newest, Highest Rating, or Lowest Rating.