Assigning a Vehicle
Formbird FLEET provides two fields on each asset record to record who a vehicle is assigned to: Allocation Status and Responsible Person. Both are found in the Classification panel on the asset.
For more detailed assignment tracking — including allocation type, hire rates, and handover checklists — see Allocations.
Allocation Status
The Allocation Status field records the current assignment state of the asset. It is a mandatory field on every asset record. Select one of the following options:
| Status | Description |
|---|---|
| Permanently Assigned | The asset is assigned to a specific person with no expected end date. |
| Temporary Allocation | The asset is assigned to someone for a fixed period. |
| Unassigned | The asset is not currently assigned to anyone. |
| Hire Store | Labels the asset as belonging to a hire store. |
Update this field whenever the assignment state of the asset changes.
Responsible Person
The Responsible Person field links a single user account to the asset. It identifies who is responsible for the asset at any point in time and is used for reporting, filtering, and notifications throughout Formbird FLEET.
To set or update the Responsible Person:
- Navigate to the asset.
- Find the Responsible Person field in the Classification panel and select the user account from the dropdown.
- Save the document.
How Responsible Person is used
- Filtering and reporting — asset lists and reports can be filtered by Responsible Person, making it easy to see which assets are assigned to a particular user.
- Bulk updates — the Responsible Person field can be updated across multiple assets at once from the Bulk Update Assets page. See Bulk Updating Assets.
- Notifications — some notification types use the Responsible Person to determine who should be notified about events relating to an asset.
Allocations
For detailed assignment records — including allocation type, hire rate, allocation use, and a handover checklist — create an Allocation document on the asset. When saving an Allocation, you can tick Update Asset Responsible Person On Save to automatically update the Responsible Person field at the same time.
See Allocations for full details.
Updated: June 2026 · Formbird FLEET 4.2.8