Manage Car Fleet Bookings in the Admin Panel

This article explains how to manage fleet car bookings on behalf of other users. To learn how to configure the module, see Managing and configuring the car fleet in the admin panel.

From the DATA LIST → Car Fleet section, you can:

Book vehicles for other users.
View all existing bookings or those that meet specific criteria, and download their data in .csv format.
Edit or delete bookings.
Check in on behalf of the user.
View and export charts based on aggregated booking information.

Requirements

To manage car fleet booking data in the admin panel, you need to be assigned to a group with one of the following roles:

Car Fleet Data Manager
Car Fleet Administrator
Office Administrator
Global Administrator

Conversely, for users to book vehicles in the app, they need one of the following roles:

Car Fleet Application User
Application User

Viewing Bookings

Hybo offers two views for managing bookings:

List: A table with one row per booking, multiple columns, and the option to download the data in .csv format for further analysis in tools such as Excel, Numbers, or ChatGPT.
Calendar: A weekly view with one row per vehicle and one column per day, with the corresponding bookings in each cell.

Booking List

To view the booking list, go to DATA LIST → Car Fleet → Bookings:

Filter results. By default, today's and tomorrow's bookings are displayed, always from a single office.
Export reservation data that meets the established filters in .csv format.
Reorder the list by clicking on the desired column header.
Access the details of any reservation by clicking on its row.
At the bottom of the list, manage pagination and navigate between pages of results.

If you activate the Group by user toggle, the list will display the Is Recurring column, which indicates whether a booking is a single booking (✖) or part of a series (✔️).

Calendar

To view bookings on a weekly calendar, go to DATA LIST → Car Fleet → Calendar:

Filter by Office, User, and/or Vehicle.
Navigate between weeks using the Date filter.
Check fleet availability and who has booked each vehicle at a glance.
Access the details of any booking by clicking on it.

Unlike the booking list, the calendar does not include canceled or lost reservations and currently does not allow you to delete reservations or check in.

If a vehicle is not displayed, make sure you are filtering by the correct Office and that the vehicle is enabled in MASTERS → Car Fleet → (find and select the vehicle) → Enabled toggle.

Booking Details

Access the details of any booking by clicking on its row in the list or its card in the calendar. Data includes:

Exact date and time of check-in and check-out.
Updated mileage and odometer image, if the user has already checked out. Click the icon next to the Odometer Image field to preview the image.
Reported damage and a photo of the damage, if the user has already checked out.

Tab with basic information in the vehicle booking details

Tab with check-in, check-out and damages in the vehicle booking details

Create a new vehicle reservation

In the booking list (DATA LIST → Car Fleet → Bookings), click the New button.

Alternatively, in the calendar (DATA LIST → Vehicle Fleet → Calendar):

Filter by the desired Office and Date of the week.
Locate the row for the desired vehicle and column for the desired day.
If the slot is available, first click on it and then on the Add (+) icon:
- Morning: Click on the top half of the slot.
- Afternoon: Click on the bottom half.
- All Day: Click on either half and then drag the card to the other half.

Steps to create Morning, Afternoon, or All-Day shift reservations in the calendar

Booking Form

Next, fill in the form fields. If you started creating from the calendar, some values will be pre-filled according to your previous selection.

Office: The office where you want to make the booking. This selection determines which vehicles are available for booking.
User: Who the booking is for.
Vehicle: The vehicle to be booked from the selected office's fleet.
Shift: Morning, Afternoon, or All Day.
Type:
- Single: A booking for a single day.
- Multiple: Several single bookings for the same user, vehicle, and shift on days selected in the Date field.
- Recurring: Several bookings between two dates following the pattern specified in the Every X Weeks and Days of the Week fields.
  All bookings within a recurring pattern are linked, which, unlike multiple bookings, allows users and administrators to delete them all at once or by date range.
Date: Depending on the booking Type, you can choose a single booking date, multiple dates, or start and end dates.
Reason: The reason for booking the vehicle.

Finally, click the Create button in the upper right corner.

Recurring corporate vehicle booking form

As an administrator, you can create reservations that override the established booking policies, e.g., more in advance than stipulated.

Check-in

To check in a reservation, go to the reservation list (DATA LIST → Vehicle Fleet → Reservations):

Use the filters to find the desired reservation, which must meet the following criteria:

Reservation for the current day,

with a shift that falls within the current time, and

have a Reserved status.

Once it appears in the list, tap its Check-in icon in the Actions column.

A "Check-in Complete" notification will appear at the top of the screen.

Currently, Hybo does not allow check-in from the calendar view. Additionally, check-out is not available from the admin panel; users must perform this within the application.