Vehicle & Driver Assignment
Assign vehicles from your fleet and drivers to trips you have won.
Overview
After winning a bid and signing a contract, you must assign specific vehicles and drivers from your fleet to fulfill the trip. Assignments must be completed before the trip departure date.
Complete Assignments Before Departure
Unassigned vehicle slots on the departure day are flagged on your dashboard. Ensure all slots are filled well in advance.
Assigning Vehicles and Drivers
Open the Trip
Navigate to My Trips and click the trip you need to staff. Then click the Assignments link on the trip row to open the assignment page.
Review Your Won Allocation
At the top of the Assignments page, the Won Allocation summary shows exactly which vehicle types you committed to and how many slots you need to fill (e.g., 2x Full Coach, 1x Mini Bus).
Add an Assignment
For each vehicle slot, click Add Assignment to begin filling that slot.
Select a Vehicle
A vehicle picker appears showing only vehicles of the matching type from your fleet. Vehicles that are already assigned to another trip with overlapping dates appear grayed out with a Conflict label and cannot be selected.
Select a Driver
After selecting a vehicle, choose a driver. Only active drivers in your roster are shown. Drivers already assigned to another trip with overlapping dates appear grayed out and cannot be selected.
System Validation
Before confirming, the system automatically checks:
- The selected vehicle is not double-booked on overlapping trip dates.
- The selected driver is not double-booked on overlapping trip dates.
- The total passenger capacity of all assigned vehicles meets or exceeds the trip's passenger count.
If any check fails, an error message is shown and you must select a different vehicle or driver.
Confirm the Assignment
Click Confirm. The assignment is saved and appears in the assignments table for that trip.
Assignment Table
The assignments table for a trip shows the following columns:
| Column | Description |
|---|---|
| Vehicle | Make, model, and year |
| Type | Vehicle type (e.g., Full Coach) |
| License Plate | Plate number of the assigned vehicle |
| Driver | Driver's full name |
| License Class | Driver's CDL or license class |
| Status | Current status of this assignment slot |
Replacing or Removing an Assignment
To replace a vehicle or driver: Click Replace on an existing assignment row. The vehicle or driver picker opens again and you can select a different option. Validation runs again before confirming.
To remove an assignment: Click Remove on an existing assignment row. The slot returns to an open/unassigned state and must be filled before departure.
Assignment Constraints
The following rules are enforced by the system and cannot be overridden:
- A vehicle cannot be assigned to two trips with overlapping dates.
- A driver cannot be assigned to two trips with overlapping dates.
- The total passenger capacity of all assigned vehicles must be greater than or equal to the trip's total passenger count.
If a vehicle you need is unavailable due to a conflict, check the Vehicle Availability Calendar to review its schedule or mark conflicting blocks.