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Create and manage vehicle reservations

Reserve vehicles on the calendar, prevent double-booking and use recurring or imported reservation records.

Use reservations to schedule who may use a vehicle and when. They help prevent two people from booking the same vehicle at the same time and can contribute to journey classification, which labels a journey according to your account rules.

Before you start

The vehicle must already exist in Track My Ride. If you want to assign the reservation to a person, create that person first.

Before relying on automatic journey classification, configure matching, padding and precedence as described in Classify journeys with rosters and reservations.

Reservation times use the account timezone. Confirm that timezone before entering bookings for people or vehicles operating in another region.

One vehicle for one time period
Create a single reservation.

The same booking repeats on a predictable schedule
Create a reservation and configure recurrence.

Many bookings already exist in a spreadsheet
Download the current template and use Import.

Steps

  1. Open Vehicles > Reservations.
Reservations tab showing the vehicle booking calendar and management controls.
Reservations tab showing the vehicle booking calendar and management controls.
  1. Select New Reservation.
  2. Choose the vehicle and, when needed, the person who will use it.
  3. Set the start and end time for the full booking period.
  4. Set a recurrence only when the same booking should repeat on a schedule.
New vehicle reservation form showing vehicle, person, title, classification, recurrence and date controls.
New vehicle reservation form showing vehicle, person, title, classification, recurrence and date controls.
  1. Save the reservation, then check that it appears at the correct local time on the calendar. If Track My Ride warns about an overlap, review both bookings. Continue only when the overlap is intentional and both reservations are valid.
  2. To change or remove a reservation, select its calendar entry and edit or delete it.
  3. To add or update many reservations, select Import and download the current CSV template. CSV is a spreadsheet-compatible text format. Keep an untouched backup of the download before editing it.
  4. Complete the required dates and times. Identify the person by their full name, Company ID or unique_id. Identify the vehicle by its full name, registration, Company ID or unique_id.
  5. Choose the action for each row:

Create a reservation
Leave unique_id blank.

Update a reservation
Keep its existing unique_id.

Delete one reservation
Keep its existing unique_id and enter true in delete.

Allow an intentional overlap
Enter true in allow_overlap.

  1. Upload the completed file and review the result before relying on the calendar.

Warning: Leave Delete all existing records? empty during an ordinary import. Typing DELETE in that field removes every existing reservation before Track My Ride processes the uploaded file. Use it only when you deliberately intend to replace the complete reservation list and have retained a backup.

What happens next

The booking appears in Reports > Reservations. It also blocks Reservation Portal requests that overlap any part of the same vehicle's reserved time. If journey classification is configured and Reservations has precedence over Rosters, a journey matching both uses the reservation rule. Review the configured precedence rather than assuming the newest record wins.

Troubleshooting

  • An overlap warning appears: Compare the vehicle, people and full time ranges. Cancel and correct the booking when the overlap is accidental; confirm it only when the overlap is intentional.
  • The reservation appears at the wrong time: Check the account timezone and confirm the start and end times.
  • A journey is classified unexpectedly: Review matching, padding and precedence under Settings > Application Settings, including whether a roster or zone takes priority.
  • An import row fails: Keep the column names unchanged and check its dates, times, matching person or vehicle value and existing unique_id where used. Correct the failed row and upload the file again.