Bookings & calendar
The booking system is the heart of Vectis. Create, manage, and track vehicle bookings across your organisation's fleet using the visual calendar.
Calendar navigation
The booking calendar displays vehicle availability across your pools, and bookings appear as coloured blocks.
| Feature | Description |
|---|---|
| Day view | Hourly timeline for a single day. Best for seeing detailed availability and short bookings. |
| Week view | Seven-day overview. The default view. |
| Month view | Full month at a glance. Ideal for long-term planning and spotting usage patterns. |
| Pool filter | Switch between pools using the pool dropdown at the top of the calendar, or choose All pools. Each pool shows only its assigned vehicles. |
| Vehicle filter | Filter the calendar by vehicle type, fuel type, or specific asset to narrow your view. |
Creating a booking
Open the Bookings page
Click Bookings in the sidebar navigation, or click an empty slot directly on the calendar.
Click New booking
The booking dialog will open. If you clicked a calendar slot, the vehicle and time will be pre-filled.
Select a pool and vehicle
Choose the pool you want to book from, then select an available vehicle, or leave it on Auto-assign to let Vectis choose. Only vehicles that are free during your selected time range will be shown.
Set date and time
Pick your start and end date/time. The system will warn you if the vehicle is already booked during that period.
Add booking details
Enter the purpose of your trip, destination, number of passengers, and any custom fields configured by your organisation.
Submit the booking
Click Create Booking. Depending on your organisation's settings, the booking may be confirmed immediately or sent for approval. You'll receive an email confirmation.
Checking out and in
Drivers check out when collecting the vehicle and check in when returning it. This tracks actual usage time. See Check-in & check-out.
My Bookings
The My Bookings page shows all your personal bookings: upcoming, in-progress, and past. From here you can:
- View booking details including vehicle, time, and status
- Edit or cancel upcoming bookings
- Start check-out for a current booking
- View check-in/check-out history
Bookings can be cancelled by the driver or an administrator before check-out.
Booking search
Use the search feature to find bookings by driver name, vehicle registration, purpose, or booking reference. The search supports text matching and filters:
| Filter | Description |
|---|---|
| Text search | Search by driver name, vehicle rego, purpose, or booking reference number. |
| Date range | Filter bookings within a specific date range. |
| Status filter | Filter by booking status: Provisional, Confirmed, Checked Out, Checked In, Completed, Cancelled. |
| Pool filter | Narrow results to a specific pool. |
Use the keyboard shortcut ⌘K to quickly open the global search from anywhere in the app.
Advanced booking features
Booking transfers
Need to hand off a booking to a colleague? You can transfer any upcoming booking to another driver in your organisation.
Open the booking
Navigate to the booking you want to transfer and click to view details.
Click Transfer
Select the Transfer action from the booking actions.
Select the new driver
Search for and select the colleague who should receive the booking.
Confirm the transfer
The other driver will receive a notification and can accept or decline the transfer.
Provisional bookings
A provisional booking reserves a time slot without assigning a specific vehicle. This is useful when you know you'll need a vehicle but don't mind which one. Where your pool allows it, turn on Create without vehicle in the booking dialog. A Pool Manager will assign a vehicle before the booking starts.
Priority claims
If a vehicle is already booked but you have an urgent need, you can submit a priority claim. This sends a request to the Pool Manager with your justification. If approved, the existing booking may be reassigned to a different vehicle.
Cancelled bookings
Cancelled bookings are preserved for audit purposes. Open Cancelled Bookings from the sidebar to search and review booking cancellation history, including who cancelled and the reason provided.
See also: Trip planning, Fleet management and Mobile app.