Guides
Vehicle Allocations Guide
Understand allocation states, transitions, and day-to-day allocation management.
What an Allocation Represents
An allocation is the confirmed assignment of a specific vehicle to a request across a defined time window.
Vehicle & Request
Assigned vehicle and linked request.
Time Window
Start and end dates for the allocation.
Execution Status
Current status (draft, planned, active, completed).
Updates
Cancellation, completion, or other changes.
Allocation Lifecycle
Allocation States
Each state is shown in the UI with a colored badge. Use this reference to understand what each means:
| Badge | Meaning |
|---|---|
| Draft | Initial state while details are still being prepared |
| Tentative | Candidate allocation pending confirmation |
| 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 |
Operational Notes
State Transitions
- Planned allocations become Active automatically when start time is reached. - Active allocations can complete automatically at end time or manually if needed. - Cancellation should be used when a valid allocation can no longer be fulfilled.
Best Practices for Coordinators
- Confirm tentative allocations quickly to avoid avoidable uncertainty.
- Monitor planned-to-active transitions daily.
- Record cancellations with clear context to preserve audit quality.
- Resolve timeline clashes early using the allocation plan view.