Fleet Vehicle Scheduling Template

See the real-time availability of all fleet vehicles on one page. Enable self-booking for drivers to increase efficiency.

“We are using Teamup for fleet scheduling. It has worked well. We have several departments with a small fleet that they manage themselves. We have been able to give them access to schedule their own vehicles. Our Brain Injury department has also started using it to schedule their visits with their clients.“

Amber Baatrup

Why use this template

📣 Benefits for the organization

• Bring visibility of vehicle availability to all users directly and eliminate administrative workload.
• Enable service personnel to schedule their own vehicles.
• Track vehicle usage over time easily.
• Find the best time for vehicle maintenance without interrupting daily operations.

🎨 Benefits for the end users

• View vehicle availability in real-time and easily spot available booking options.
• Self-book vehicles as needed without unnecessary delays.

Notable setup in this template

Default to Scheduler view with vehicles listed side-by-side.

How to use this template

⚙️ Set it up and adapt to your needs

• Create your own booking calendar using the template.
• Adjust sub-calendar names, colors, etc. and add more vehicles as needed.
• Review and adapt all settings as needed, in particular, adjust the date range and resolution of the scheduler view to better meet your needs. 
• Set up customized access for your users. Use modify-my-events permission to allow users to add and edit their own bookings.

💡Pro tip: Customize access permissions for each individual user or department.

💡Tips for using the fleet vehicle schedule template

• Click the eye icon in the calendar list to show or hide bookings for individual vehicles.
• Check “Hide empty columns” to show only vehicles with existing bookings for the period displayed (use the arrows to navigate to other periods).
• Click and hold an empty area, drag over the slot you want to book the vehicle to open the editor with the time pre-selected. This method typically also prevents booking conflicts at saving.
• Drag & drop an event to move. Ctrl-drag & drop to copy.
• Discover the right-click context menu.
• Explore the blue drop-down menu in the top right.