> ## Documentation Index
> Fetch the complete documentation index at: https://docs.relyant.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage vehicles and schedule

> Set up vehicles, approve and assign trips, complete them, and record fees

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

## 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.

## 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](https://docs.relyant.app/facilities/settings/approval-settings.md) 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**.

> [!NOTE]
>
> 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.

## 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.

## 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.

## 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.

## Read reviews

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


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