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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. Learn more about Creating and Scheduling Work.

  1. Open the Request for the maintenance work.
  2. In the Scheduling 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.

Viewing Booking Conflicts

When you set Expected Start and Expected Completion times on a Request, Formbird FLEET automatically displays a Booking Conflicts table showing any asset bookings that overlap with the scheduled maintenance window. This table appears in the Request alongside the dates you've entered.

The conflicts table shows:

  • Booking reference — the booking document
  • Booked By — who made the booking
  • Start and End dates — when the booking is scheduled
  • Direct link to the booking — select to open the booking document and reschedule it to a different time or asset if needed

Review the conflicts table before finalising your maintenance schedule. If conflicts exist, you can either:

  • Reschedule the maintenance to a different time by adjusting Expected Start and Expected Completion
  • Reschedule the conflicting booking(s) to a different asset
  • Contact the person who made the booking to discuss alternatives

Note: Existing bookings that fall within a block-out period are not automatically cancelled or moved. You must address conflicts manually by rescheduling either the maintenance or the booking.

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.

Updated: July 2026 · Formbird FLEET 4.2.8