Vehicles & Scheduling
Vehicles
Every vehicle assigned to the event can be attributed using one of three modes:
- Fixed: the vehicle is dedicated to a task or a driver for the entire duration of the event.
- Time slot: the vehicle is booked for specific time windows.
- Pool: the vehicle is shared, assigned on the fly according to needs.
Independently of this sector assignment, a vehicle can also be assigned directly to a specific distribution (reserved for the logistics coordinator), to indicate which vehicle handles that delivery or pickup.
Vehicle lifecycle
pending → confirmed → available → on mission → returned
This assignment plans in advance who is meant to use which vehicle. To find out who has it in hand, right now (pickup/return at the depot, any reported damage), see the Depot Kiosk.
The Fleet — default view
The Vehicles screen opens by default on The Fleet: one card per vehicle (rather than a table), with three display options (plates, grid, table). Each card brings together:
- a timeline of the event days, showing the vehicle's availability windows and the periods assigned to each sector (one color per sector);
- the cost: for a rented vehicle, the entered daily rate (or "rate to be entered" if it's still missing); "covered by sponsor" for a vehicle provided by a sponsor; "no cost" for an owned or borrowed vehicle;
- if the vehicle is currently checked out at the Depot Kiosk, the driver's name and how long it's been out are shown directly on the card.
The full Filament table (advanced filters, bulk actions, export) remains available via the Full table button, for needs that go beyond this overview.
Quickly create a vehicle from the field
Logistics staff can also create a vehicle directly from the mobile app, with the bare minimum (name, type, and optionally the supplier for a rental). The information that still needs to be entered (supplier, sponsorship contract, availability windows depending on origin) can be completed later on the web; in the meantime, the vehicle carries a to complete badge in the Fleet view. An "owned" vehicle never needs to be completed.
Scheduling
Scheduling tasks are organized into three phases: pre-event (setup), event (event day) and post-event (teardown). Each task can be linked to a vehicle and to a location, and is displayed as a Gantt chart for an overview of the logistics calendar. This schedule can be exported as a PDF (Gantt view of vehicles × days) for printing or sharing.
Who can do what
| Action | Logistics coordinator | Logistics assistant |
|---|---|---|
| View the fleet and schedule | Yes | Yes |
| Add or remove a vehicle (web) | Yes | No |
| Quickly create a vehicle from mobile | Yes | Yes |
| Update an existing vehicle | Yes | Yes |
| Assign a vehicle to a distribution | Yes | No |
| Create or edit a scheduling task | Yes | Yes |
| Delete a scheduling task | Yes | No |
Where to find it
From the Logistics space, Vehicles and Scheduling sections.
Full step-by-step guide: see the tutorial →