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Employee Vehicle Request Management
The Employee Vehicle Request Management module helps organizations efficiently manage employee transportation requests. Employees can submit vehicle requests for official travel, including details such as travel dates and purpose. Managers can review and approve requests before assigning available vehicles. The system ensures vehicles are not double-booked by validating availability during assignment. A structured workflow tracks each request through stages such as Draft, Submitted, Approved, Assigned, and Done. Built-in validations maintain accuracy by preventing request completion before the travel period ends. Multiple views allow users to monitor and manage requests easily.
Features
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Support
Service
Features
Vehicle Request Workflow Management
Provides a structured workflow for transportation requests including Draft, Submitted, Approved, Assigned, and Done stages to ensure organized request processing and clear status tracking.
Role-Based Access Control
Enables administrators to control who can create, approve, and assign vehicle requests through configurable user roles and permissions for secure and structured operations.
Vehicle Allocation and Availability Validation
Automatically checks vehicle availability during assignment to prevent double booking and ensures vehicles are allocated only when they are free during the requested time period.
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1.) Vehicle Request Access Rights Configuration
User permissions determine the level of access available for vehicle request operations within the system. Assigned roles define whether personnel can create requests or manage approval and assignment activities. Proper role configuration ensures controlled access, secure operations, and structured responsibility management for transportation requests.
Navigation : Settings → Users & Companies → Users
2.) Vehicle Request User Role Assignment
Employee access to transportation request operations is managed through role-based permissions. User-level authorization enables personnel to create and submit vehicle requests for official travel requirements. Controlled access ensures employees can initiate requests while approval and assignment responsibilities remain restricted to authorized management roles.
Navigation : Settings → Users & Companies → Users
3.) Vehicle Request Creation and Submission
Employees register transportation requirements for official duties by entering request details including employee information, travel dates, and request purpose. Each request receives a unique reference number to maintain proper tracking and record management. Submission forwards the request into the approval workflow for managerial review and vehicle allocation planning.
Navigation : Vehicle Request → Vehicle Requests
4.) Vehicle Request Submission for Approval
Transportation requests progress to managerial review after submission by the employee. Request details including travel dates, requesting employee, and purpose remain available for verification during the approval process. System activity records maintain a history of status changes to support transparency and operational tracking.
Navigation : Vehicle Request → Vehicle Requests
5.) Vehicle Request Approval Process
Managers review submitted transportation requests and verify employee travel requirements before granting approval. Approval confirms that the request is valid and ready for vehicle allocation planning. Workflow history records the approval action to maintain accountability and clear operational tracking.
Navigation : Vehicle Request → Vehicle Requests
6.) Vehicle Allocation for Approved Request
Approved transportation requests proceed to the vehicle allocation stage where a suitable vehicle is selected for the travel requirement. Vehicle information including vehicle name and registration plate number becomes associated with the request record. Allocation ensures that transportation resources are planned and reserved according to the approved travel schedule.
Navigation : Vehicle Request → Vehicle Requests
7.) Vehicle Successfully Assigned to Request
Once a vehicle is allocated, the request moves to the Assigned stage. At this stage, the system links the selected vehicle with the request and records the vehicle details such as vehicle name and registration plate number. The assignment confirms that transportation has been arranged for the requested dates, and the request is now ready for completion after the trip is finished.
Navigation : Vehicle Request → Vehicle Requests
8.) Completion Validation for Vehicle Reque
When attempting to mark the request as Done, the system validates the travel period of the request. If the current date is earlier than the specified To Date, the system prevents completion and displays a validation message. This ensures that the request can only be closed after the scheduled travel period has ended, maintaining accurate trip tracking and preventing premature closure of active transportation requests.
Navigation : Vehicle Request → Vehicle Requests
9.) Vehicle Availability Validation During Assignment
When assigning a vehicle to a request, the system automatically checks the availability of the selected vehicle for the requested travel period. If the vehicle is already assigned to another request during the same date range, the system prevents the assignment and displays a validation message. The error message includes the vehicle details along with the previously assigned date range, ensuring that vehicles cannot be double-booked and transportation schedules remain accurate.
Navigation : Vehicle Request → Vehicle Requests
10.) Vehicle Request Records Overview
The Vehicle Requests menu provides an overview of all transportation requests created in the system. Users can view requests in different formats using the available view options such as List, Kanban, Calendar, Pivot, Graph, and Activity views. These views help users analyze request details, monitor request status, and track vehicle assignments efficiently based on operational needs. Each request card or record displays important information including the request number, employee name, vehicle details, assigned dates, and the current request status. This enables quick monitoring and easy management of transportation requests.
Navigation : Vehicle Request → Vehicle Requests
User Guide
