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Vehicle Availability Calendar

Manage day-by-day availability for each vehicle in your fleet using rules and one-off blocks.

Overview

The Vehicle Availability Calendar displays a monthly grid for each vehicle in your fleet. Each day on the grid is color-coded to show whether the vehicle is available, blocked, or booked on a trip.

Keep Availability Current

Outdated availability leads to assignment conflicts and prevents MXBS from suggesting your vehicles accurately for new trip opportunities. Review and update your calendar regularly.

Calendar Color Coding

ColorStatusMeaning
GreenAVAILABLEVehicle is free and can be assigned to new trips on this date
RedBLOCKEDVehicle is unavailable due to maintenance, a reservation, or a custom reason
GrayBOOKEDVehicle is assigned to a trip on this date

BOOKED days are set automatically when you create a trip assignment — do not manually mark days as booked.

Two Types of Availability Records

Availability Rules (Recurring)

Rules apply on a repeating pattern and remain active until you remove them. There are three rule types:

  • Weekly rule — select specific days of the week that are always blocked or always available (e.g., Tuesdays and Thursdays are always unavailable for new trips).
  • Monthly by date — the same calendar date is blocked or available every month (e.g., the 15th of every month is reserved for scheduled maintenance).
  • Interval — every N days, starting from a chosen date (e.g., every 14 days for an oil change window).

Each rule has:

  • A status: AVAILABLE or BLOCKED
  • A reason: MAINTENANCE, RESERVED, DRIVER_OUT, or CUSTOM (with a free-text field for a custom description)

Availability Blocks (One-Off)

Blocks apply to a specific date range and override any rules that would apply to those dates. Use blocks for events that do not repeat, such as a vehicle going into the shop for an unexpected repair.

Each block has:

  • A start date and end date
  • A reason: MAINTENANCE, RESERVED, DRIVER_OUT, or CUSTOM (with a free-text field)

Setting a Block

  1. On the calendar, click a single day or click and drag across a date range to select it.
  2. In the popup that appears, select Block Dates.
  3. Choose a reason from the dropdown (MAINTENANCE, RESERVED, DRIVER_OUT, or CUSTOM).
  4. If CUSTOM, enter a short description of the reason.
  5. Click Save. The selected dates turn red on the calendar.

Setting a Rule

  1. Click Add Rule above the calendar.
  2. Select the rule type: Weekly, Monthly by Date, or Interval.
  3. Configure the relevant fields (days of the week, date of month, or interval in days).
  4. Set the status (AVAILABLE or BLOCKED) and choose a reason.
  5. Click Save. The rule is applied to the calendar immediately and will continue to apply going forward until removed.

Rule and Block Priority

When a rule and a block overlap on the same date, the block takes priority over the rule. This lets you set general recurring patterns while overriding specific dates when needed.

Removing Rules and Blocks

  • To remove a rule, open Add Rule / Manage Rules and delete the rule from the list.
  • To remove a block, click the blocked date range on the calendar and select Remove Block.

Removing a block restores the dates to whatever status the underlying rule specifies, or AVAILABLE if no rule applies.

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