Allocation Lifecycle
Every allocation state, transition, and automatic status change from draft through completion.
Use this reference to understand how an allocation moves through Fleetwise. Some transitions are manual (coordinator actions), while others happen automatically based on dates.
Lifecycle Overview
State Reference
| Badge | Meaning |
|---|---|
| Draft | Initial state while details are being prepared |
| Tentative | Allocation has been proposed and is awaiting the requestor's acceptance |
| Planned | Confirmed allocation waiting for start date |
| Active | Allocation is currently in effect |
| Completed | Allocation finished successfully |
| Cancelled | Allocation ended before completion |
| Deleted | Draft allocation removed |
Key Transitions
Draft
A coordinator creates an allocation linking a vehicle to a request. The allocation stays in Draft while details are finalised. Drafts can be deleted at any time.
Tentative
The coordinator proposes the allocation to the requestor. The vehicle is held as a candidate while the requestor reviews and decides whether to accept or decline. If accepted, the allocation moves to Planned.
Planned
The allocation is confirmed and the vehicle is committed for the defined time window. The schedule view reflects planned allocations alongside active ones. If circumstances change, a coordinator can move a Planned allocation back to Tentative.
Active
When the start date is reached, a Planned allocation automatically transitions to Active. The vehicle is now in use for this allocation.
Completed
When the end date passes, an Active allocation automatically transitions to Completed. A coordinator can also manually complete an allocation early if the vehicle is returned sooner.
Cancelled
A coordinator can cancel an allocation from any active state (Draft, Tentative, Planned, or Active) if the allocation can no longer be fulfilled. Cancelled allocations remain in the system for audit purposes.
Automatic Transitions
Planned → Active happens automatically when the allocation start date is reached. Active → Completed happens automatically at the end date. No coordinator action is needed for these transitions.
Best Practices for Coordinators
- Follow up on tentative allocations that have not been accepted — the requestor may need clarification before deciding.
- Monitor planned-to-active transitions daily to catch scheduling issues.
- Record a reason when cancelling allocations to maintain audit quality.
- Use the Schedule View to spot clashes before they become problems.