Documentation / Vehicles, people and documents

Assignments

An assignment records the period an employee holds a vehicle. An office user can start and end one directly, without a handover protocol. The history shows who had which vehicle and when.

Who can see and change assignments

In Administration, then Roles, two permissions under IntelliFleet decide this:

• Assignments lets a user see the history on a vehicle's card and on an employee's card.
• Assign and end assignments also lets them assign a vehicle and end an assignment.

A user who sees only some branches (see Branch access) assigns and reads only the vehicles of those branches. On the card of a visible vehicle the history still names an employee from another branch who held it.

Assign a vehicle

1. Open the vehicle (Vehicles, then click it) and choose the Assignments tab. Or open the employee (Employees, then click the name) and choose Vehicles.
2. Pick the employee (or the vehicle) in the form above the list.
3. Leave From empty to start today, or pick an earlier day. Leave Until empty to keep the assignment open. Fill it in to record a period that has already ended.
4. Click Assign.

Rules that apply:

• A vehicle has one holder at a time. If it is already assigned for any part of that time, the change is refused; end that assignment first. An assignment may start on the day the previous one ended.
• Only an active vehicle can be assigned, and only to an active employee.
• A day that has not come yet is refused.

End an assignment

Click End assignment on the open row, check the last day (today by default) and click End. An assignment cannot end before it started.

Drivers

An employee with an open assignment shows as a Driver on their card. When the last open assignment ends, the employee is no longer a driver. The Started by column shows whether the office, a handover or an import began the assignment.

Deleting employees

An employee who ever held a vehicle stays in the history, so they cannot be deleted. Untick Active instead.