Fleet Booking & Trip Management
by Viindoo
| Lines of Code | 6349 |
| Technical name | viin_fleet_booking |
| License | OPL-1 |
| Website | https://viindoo.com/apps/modules/17.0/viin_fleet_booking |
| Read description for | v 18.0 |
| Required Apps | Discuss (mail) Employees (hr) Fleet (fleet) |
| Included Dependencies | Fleet Drivers Management Fleet Loading Capacity Employee Documents QR Code Mixin Viindoo Base Advanced HR Management Viin Fleet |
| Extensions | Fleet Booking & Trip Management - Cargo Fleet Operations Fleet Booking & Trip Management - Passenger Fleet Trip Accounting Fleet Sale OmniApproval™ - Fleet Booking Approval Viin Fleet Operation Gantt Viin Fleet Booking Map |
Who has the car on Thursday
Vehicle bookings with a driver, a purpose, a period and an approval - so a shared fleet stops being a conversation in a chat group.
Fleet Booking & Trip Management (technical name viin_fleet_booking) is an Odoo 17.0 app for Odoo Community and Odoo Enterprise and Viindoo Cloud, built for employee, fleet manager, driver, manager.
At a Glance
The facts of Fleet Booking & Trip Management, version 1.1.1, in one place. Published by Viindoo.
How It Works
Two screens.
The bookings
Vehicle, requester, period and state - the register the fleet manager reads.
One booking
The vehicle, the driver, the purpose and the period, with its approval state.
What You Get
Bookings with vehicle, driver, purpose and period
State from draft to confirmed, with approval where required
Against the vehicles and drivers the fleet already holds
Visible as a list and per vehicle, so conflicts surface early
Works with the approval engine for policies that need a signature
The basis for cargo, accounting and stock extensions
More Screens
Everything below was taken on a database seeded with real business data, on this series - not a mock-up and not a screenshot from an older version.
A booking
What This App Does Not Do
Read this before you buy. Everything below is something the app deliberately leaves to another app or to you.
Trips, waypoints and dispatch are Fleet Planning.
Cost extensions are separate modules on top.
A vehicle in service is still managed in the fleet app.
Without it a booking is confirmed by the fleet manager.
Works Well With
Apps from the same stack, built to fit this one:
Who Should Use Fleet Booking & Trip Management?
Employee
Asks for a car with a purpose and a time, not a message.
Fleet manager
Sees the week and who is holding which vehicle.
Driver
Knows the assignment before the morning of the trip.
Manager
Approves a booking where the policy says so.
Frequently Asked Questions
What does Fleet Booking & Trip Management do?
Vehicle bookings with a driver, a purpose, a period and an approval - so a shared fleet stops being a conversation in a chat group.
What does Fleet Booking & Trip Management not do?
It is not a route planner. Trips, waypoints and dispatch are Fleet Planning. It does not price the trip. Cost extensions are separate modules on top. It does not manage maintenance. A vehicle in service is still managed in the fleet app. Approval needs the approval engine. Without it a booking is confirmed by the fleet manager.
Who is Fleet Booking & Trip Management for?
Employee: Asks for a car with a purpose and a time, not a message. Fleet manager: Sees the week and who is holding which vehicle. Driver: Knows the assignment before the morning of the trip. Manager: Approves a booking where the policy says so.
Which Odoo version and editions does it support?
Odoo 17.0 - Odoo Community, Odoo Enterprise, Viindoo Cloud. Upgrades to a newer Odoo series are a separate purchase for that series.
What does it depend on?
It installs on top of: viin_qrcode, viin_fleet_loading_capacity, viin_hr, to_fleet_driver. Odoo installs them with it.
How do I set it up?
Two screens.
What works well with it?
Fleet Planning (viin_fleet_planning): Dispatch and routes for the same vehicles. Booking Accounting (viin_fleet_booking_account): What a booking costs, in the books. Fleet Drivers (to_fleet_driver): The people who drive them.
Can I try it before buying?
Yes - the Live Preview button at the top of this page opens the module's own screen on a working database.
How do I get support?
Write to apps.support@viindoo.com with your Odoo version and the technical name viin_fleet_booking; pre-sales questions go to sales@viindoo.com.
See Fleet Booking & Trip Management in Action
Live demo: v17demo-int.viindoo.com/web#action=viin_fleet_booking.action_fleet_booking
Need help with Fleet Booking & Trip Management?
For questions, implementation support or a custom feature, contact Viindoo.
Pre-Sales & Partnership
sales@viindoo.comUpgrades to a newer Odoo series are a separate purchase for that series.
All Viindoo apps: apps.odoo.com/apps/modules/browse?author=Viindoo
Technical Requirement
Changes log
1.1.1 - Latest on the 17.0 line
- Bookings route through the approval engine when it is installed.
Fleet Booking & Trip Management
Note
Extends viin_fleet_loading_capacity - see its documentation.
This guide shows how to book a vehicle for an employee or a VIP guest, assign that booking to a vehicle and driver, run the resulting trip from start to finish, and let the customer track it online.
Installation
- Go to Apps.
- Remove the default Apps filter, search for Fleet Booking, and click Install on the Fleet Booking & Trip Management card.
- Odoo automatically installs everything this app is built on, so you do not need to look for these separately: Fleet Loading Capacity (Volume & Payload) (vehicle volume/payload - see its own guide), QR Code Mixin, Advanced HR Management, and Fleet Drivers Management. The base Fleet app comes along with these as well.
Configuration
Access rights
Open Settings > Users & Companies > Users, pick a person, and grant one of these roles under the Human Resources/Fleet access group:
- Fleet Booking User - create and manage their own day-to-day bookings.
- Operator - plan vehicle trips and record vehicle costs for every booking, not just their own.
- Fleet Booking Administrator - full access to the whole app, including Fleet management.
A portal contact (a customer or an employee who only has portal access) can see their own bookings and trips online once they are set as Booked For on a booking - no extra group is needed for that.
App settings
Go to Fleet Booking > Configuration > Settings and open the Fleet Booking tab.
Enforce Load Capacity (on by default) - trips enforce the combined weight and volume limit of the assigned vehicle.
Fleet Logistics Auto Plan Trips - schedules pickups and deliveries automatically every day instead of by hand. Turning this on reveals Fleet Logistics Trip Allocation Mode, with two choices:
- Even Distribution - spreads bookings evenly across every available vehicle.
- Fill Vehicles - fills one vehicle before moving on to the next.
Advanced Trip Planning - turns on waypoint, distance and duration support (needs the companion Fleet Planning app).
Under Fleet Suite Integration you can activate companion apps as needed: Fleet Sale, Fleet Sale - Cargo, Fleet Sale - Passenger (Commercial Fare), Fleet Booking - Passenger, Fleet Pickup and Delivery Planning, and Fleet Loading Capacity (Volume & Payload) (already active once this app is installed).
Important
Booking Type on a booking form only offers a choice (for example VIP or Employee transport) once you activate Fleet Booking - Passenger or a similar companion app above. Without it, leave Booking Type blank and classify the booking with Purpose instead - that is all this guide's steps below rely on.
Booking purposes
Go to Fleet Booking > Configuration > Booking Purposes to add the reusable purposes shown in the Purpose field when booking a trip, for example Business Trip, Client Meeting, Employee Transportation, Event Support, Delivery of Goods, Airport Pickup/Drop-off, Team Building or Medical Transport. Each purpose can default whether its bookings are Exclusive Transport (no other passenger or cargo shares the vehicle).
Usage
Create and confirm a booking
Open Fleet Booking > Fleet Bookings > Bookings and click New.
Set Purpose, for example Airport Pickup/Drop-off.
Set Booked For to the customer or employee this trip is for, for example Acme Corporation.
Set Pickup Address - type a new address and click Create if it is not an existing contact yet.
Set Pickup Time.
Set Drop-off Address the same way.
Set Drop-off Time.
Click Confirm. The statusbar moves from Draft to Confirmed, and Assign to Me and Start become available.
Assign a confirmed booking to a vehicle
Once a companion app such as Fleet Booking - Passenger has split a confirmed booking into individual items (one per passenger or cargo line), you assign those items to a vehicle from a Kanban board.
Open Fleet Booking > Fleet Bookings > Vehicle/Trip Planning.
Set Date to the day you want to plan, keep Assignment Type on Manual and Assignment Mode on Vehicle.
Click Start Manual Planning. Odoo opens the Booking Items board for that date, grouped by vehicle.
Drag a booking item card from the unassigned column onto the column of the vehicle you want to use. Its Vehicle field is set and a vehicle trip is created (or reused) to carry it.
Note
On a freshly installed Fleet Booking without a passenger/cargo companion app, this board stays empty (Odoo shows a faded preview of the layout) because no booking item has been split out yet - see Troubleshooting below.
Auto-assign bookings across your fleet
Open Fleet Booking > Fleet Bookings > Vehicle/Trip Planning and set Date.
Switch Assignment Type to Auto Assignment.
Click Start Auto Assign. Odoo spreads every unassigned booking item for that date across the available vehicles following the Fleet Logistics Trip Allocation Mode you configured (Even Distribution or Fill Vehicles), then opens the same Booking Items board so you can review the result.
Important
This is a rule-based allocator, not a route optimizer. It decides which vehicle gets each booking; it does not compute the best driving route or order of stops. Full route optimization (VRP) is a separate app, Fleet Planning.
Run a trip from Start to Done
Open Fleet Booking > Trips > Planning (or Trips Confirmed) and open a confirmed trip. Click Confirm Trip first if it is still in Draft.
Click Start Trip. Check the Odometer Value and Driver, adjusting them if needed.
Click Start. The trip moves to In Operation.
When the trip is finished, click Done. Fill in the ending Odometer Value and Fuel Consumption.
Click Done to confirm. The trip moves to Done and now shows under Trips > Trips Done, with its actual duration and fuel use recorded.
Let customers track their booking and trip online
Any contact set as Booked For on a booking can follow it from the customer portal once they have portal access.
The customer logs in and opens My Account, then clicks My Fleet Bookings.
The list shows every booking made for them, with its Booking #, Pickup Time, Drop-off Time and Status.
Opening a booking shows its Booking QR Code and Booking Information - pickup/drop-off address and time, status, shipping weight and stowage volume.
Once the booking has a trip running, My Fleet Trips (reachable at the same portal URL pattern) shows the trip's vehicle, driver and status; before that it reads "No trips found for your account."
Troubleshooting
Booking Type has nothing to select
Booking Type is only populated by companion apps such as Fleet Booking - Passenger (for passenger-style bookings) or a cargo companion app. If none of those are installed, leave Booking Type empty and use Purpose and Exclusive Transport to classify the booking instead.
A confirmed booking never shows up on the Booking Items board
Booking Items are created by a companion app when it splits a booking into passenger or cargo lines. On a Fleet Booking install without one of those apps, a confirmed booking has no items yet, so the Vehicle/Trip Planning board stays empty for it. Activate Fleet Booking - Passenger (or the matching cargo app) in Configuration > Settings to enable this step.
I do not see "Fleet Logistics Trip Allocation Mode" in Settings
This choice only appears once you turn on Fleet Logistics Auto Plan Trips right above it on the same Fleet Booking settings tab.
The portal customer cannot find their booking
Check that the customer's contact (or their commercial parent company) is set as Booked For on the booking, and that they have portal access (Settings > Users & Companies > Contacts, then grant portal access from the contact's action menu).
FAQ
Does Fleet Booking optimize driving routes for me? No. Manual assignment and Auto Assignment (Even Distribution / Fill Vehicles) only decide which vehicle carries each booking. Route and waypoint optimization is handled by the separate Fleet Planning app.
What is the difference between Booking Type and Purpose? Purpose (for example Airport Pickup/Drop-off or Employee Transportation) is always available and is the main way to classify a booking. Booking Type is an extra classification that only has choices when a companion app (such as Fleet Booking - Passenger) contributes them.
Can a portal customer create their own booking? The portal pages documented here (My Fleet Bookings, My Fleet Trips) are read-only status pages. Creating a booking is done by an internal Fleet Booking user or operator.
Do I need the Fleet Loading Capacity app? It is installed automatically as a dependency and lets you record how much volume and weight each vehicle can carry, which trips can then respect when Enforce Load Capacity is on. See its own guide for details.
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