How do I set up the vehicles staff choose when they record travel?

Key Points

When staff record travel, they choose Personal, one of your company vehicles, or No Trip (only if your organisation uses it).
Company vehicles come from the records in your Vehicles Section. An administrator adds a vehicle record there, and it appears in the vehicle list.
Staff only see a company vehicle if they're assigned to that vehicle's Area.
The choice decides pay and billing: Personal is paid to staff, a company vehicle isn't, and No Trip is neither paid nor charged.
FlowLogic Support sets which option is selected by default and whether No Trip is available. Contact our Support team to change either.

Where does the vehicle list come from?

The vehicle list on a trip is linked to your Vehicles Section. Each active vehicle record in that Section is one choice in the list, as well as Personal and, if turned on, No Trip.

Linking the travel tool to your Vehicles Section is part of your travel set-up, which FlowLogic Support looks after. If you don't have a Vehicles Section, or your vehicles don't appear when staff record travel, contact our Support team.

How do I add a company vehicle?

Administrators add vehicles themselves. You need access to add records in the Vehicles Section.

Open the Vehicles Section from the left-hand menu.
Click the button to add a new vehicle record.
Fill in the vehicle's details.
Check the record's Area. Only staff assigned to this Area will see the vehicle when they record travel.
Save the record.

The name staff see in the vehicle list comes from the vehicle record. To change how a vehicle shows in the list, edit its record.

Taking a vehicle out of the list

Only active vehicles can be chosen. When a car is sold or no longer used, change the status of its vehicle record (for example, archive it) instead of deleting it. Past trips keep the vehicle name, with its status shown next to it.

Why can't a staff member see a company vehicle?

Vehicle records follow the same Area rules as other records. A staff member only sees a vehicle in the list if they're assigned to the vehicle's Area. For example, if all your fleet cars are in an Administration Area, staff who aren't assigned to that Area won't see them.

To fix it, either:

add the vehicle's Area to the staff member's user, or
move the vehicle record to an Area the staff member is assigned to.

If the staff member is in the right Area and still can't see the vehicle, check whether a Default Working Site in their My Profile is limiting them to one Area. See Why can't a user see a record, section or form?

Which options can staff choose, and what does each one do?

Personal - the staff member used their own car. The kilometres are paid to them, if their Cost Category pays kilometres, and can be charged to the client if a billing code is added.
A company vehicle - the trip was in one of your vehicles. The kilometres aren't paid to the staff member, but can be charged to the client if a billing code is added.
No Trip - no trip took place. Nothing is paid or charged. This option only shows if FlowLogic Support has turned it on for your organisation.

For the other reasons travel might not be paid or charged, see Why wasn't travel paid to staff or charged to the client?

Can we stop staff choosing No Trip?

Yes. Contact our Support team. They can remove No Trip from the list, or stop staff saving a timesheet when they've chosen No Trip but entered kilometres.

Can we change the vehicle that's selected by default?

Yes, but only FlowLogic Support can change it. The default is the vehicle already selected when a trip is added to a shift or timesheet. For example, if your staff always use their own cars, Support can make Personal the default so rosterers and staff don't have to change it on every trip.

Contact our Support team and tell them which option you'd like as the default.