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Managing Pool Vehicle Maintenance

When scheduling maintenance for pool vehicles, it is important to prevent booking conflicts. There are two ways to block out a vehicle in the booking calendar during maintenance.

Disabling Bookings from a Request

You can create a block-out period in the booking calendar directly from a maintenance Request.

  1. Open the Request for the maintenance work.
  2. In the Assignment and Status panel, set an Expected Start and Expected Completion time. The block-out will cover this period.
  3. Set Disable Asset Booking in Booking Calendar to Auto Disable.

When Auto Disable is set:

  • If the Request is marked as Drop Off or In Progress before the Expected Start, the block-out extends to start immediately.
  • If the Request is not marked Completed or Closed before the Expected Completion, the block-out extends indefinitely until it is resolved.

This auto-extension behaviour can be turned off in the booking Configuration page.

Setting the field to Disable creates a block-out that lasts from when the change is saved until the Request is closed. Do Not Disable creates no block-out.

Note: Existing bookings that fall within a block-out period are not automatically cancelled or moved. Check for conflicts before blocking out a period and update any affected bookings manually.

Creating a Maintenance Booking

An alternative is to create a booking with Maintenance selected as the Reason for Booking. Maintenance bookings are not automatically cancelled if they are not commenced — unlike standard bookings when an auto-cancel timeout is configured.

When using this method, consider giving workshop account types permission to book during unavailable times, exceed the maximum booking duration, and book multiple assets simultaneously, so they can manage maintenance scheduling without running into restrictions intended for general users. These permissions are configured in the booking Configuration page.

See Setup and Configuration for details on those permission settings.

Published: June 2026 · Formbird FLEET 4.2.8