How to use the “Vehicle Availability” option in FleetCommander

The new Vehicle Availability feature in FleetCommander makes it easier to find carpool opportunities and coordinate equipment transport between campuses. By viewing existing reservations, you can see who has booked a vehicle and where they are going.

Step 1: Log into FleetCommander 

Step 2: Access Vehicle Availability Chart

  • From the main menu, locate and click on the “Vehicle Availability” option in the left menu

  • The system will open a calendar-style view of current and upcoming reservations.

Step 3: Complete data fields

  • Fill in the search fields

    • Start Date: Select the date you are checking for commuters.

    • Asset Site: Choose the campus where the trip begins.

    • Usage Type: Select “Daily Rental” 

    • Asset Types: Select one or more vehicle types:

      • Passenger Van

      • Sedan

      • Small SUV (Rav4)

      • SUV (Highlander)

      • Truck

  • Click “Continue”

Step 4: Select your view type

  • Day View: See daily reservations for the next four weeks

  • Hour View: See reservations by the hour for the selected date

Step 5: Review the Reservation Table

Hover over vehicles to see details:

  • Vehicle Information:

    • If available via the campus motor pool kiosk.

    • Maximum number of passengers

  • Availability:

    • Blue Circle – Reserved by an employee.

    • Gray Circle – Not available for reservation.

    • Blank – Available for reservation.

Step 6: Adjust Filters (Optional)

You can refine your search by changing:

  • Asset Site: Switch campuses.

  • Asset Types: Add vehicles such as Minivan, Small SUV, Truck, etc.

  • Occupants: Number of passengers (driver counts toward total; max is 12 in a Passenger Van).

  • Include in Reservation Activity Pop-Up: Adds extra fields like:

    • Destination: Displays the entered destination (user-entered; spelling variations possible).

    • Purpose of Trip: Shows the reason for travel (user-entered; spelling variations possible).

Other Options: 

  • Clear Filters: Reset search

  • Save Defaults: Save your common selections (may need to refresh first use).

  • Apply Filters: Apply a one-time filter view.

NOTE: Use “Include in Reservation Activity Pop-Up” to see travel destinations

Step 7: Find Carpool or Equipment Transport Opportunities

  • Click the blue X on a reservation to view details, including who booked and their destination.

  • Contact the reserving user through internal communication tools to suggest:

    • Carpooling

    • Equipment transfer between campuses

Step 8: Make a Reservation (if needed):

  • Click on blank field

  • The “Vehicle Reservation – Start Request” screen opens in a new tab. 

  • Defaults such as date, campus, and vehicle type will carry over.

NOTE: You cannot select a specific vehicle to ensure fair rotation of usage

  • Availability:

    • Blue Circle – Reserved by an employee.

    • Gray Circle – Not available for reservation.

    • Blank – Available for reservation.

Step 9: Important Notes

  • Always complete the reservation form even if no vehicle shows available. This helps the fleet team:

  • Reassign vehicles between campuses.

  • Track demand and justify additional purchases.

  • Balance mileage across vehicles

For additional help:

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