Assignments, Pickup, and Checkout
Model bookings are sold before the physical vehicle is chosen. The assignment workflow is where operators connect a confirmed model reservation to real vehicles.
Assignment Queue
Open Dashboard > Car Sharing > Reservations > Inventory to see the Assignment Queue.
The queue shows upcoming model reservations that are unassigned or partially assigned. It includes:
| Field | Meaning |
|---|---|
| Reservation number | Click through to the reservation detail page |
| Model | The requested model or vehicle type |
| Customer | Rider who made the booking |
| Pickup time | Scheduled pickup time |
| Remaining quantity | Units that still need assignment |
The inventory page currently focuses the queue on the next seven days.
Assignment Statuses
Model reservations track assignment separately from reservation status.
| Assignment Status | Meaning |
|---|---|
| Unassigned | No active vehicle assignments yet |
| Partially assigned | Some units are assigned, but quantity is not fully covered |
| Assigned | Active assignments match the booked quantity |
Reservation status still tracks lifecycle state such as confirmed, checked in, active, completed, cancelled, no-show, or expired.
Assign Vehicles
Open a reservation detail page and use Assignments.
The assignment panel shows:
- Assigned count versus booked quantity.
- Existing assigned vehicles.
- Eligible vehicle picker.
- Manual UUID fallback.
- Unavailable vehicle reasons.
To assign a vehicle:
Open Reservation Detail
Click the reservation from the assignment queue or reservations list.
Review Quantity
Check how many units are booked and how many are already assigned.
Choose an Eligible Vehicle
Use the eligible vehicle dropdown to select a matching available vehicle.
Assign
Click the add button to create the assignment.
Repeat if Needed
For multi-unit bookings, assign vehicles until assigned count equals quantity.
Eligible Vehicle Rules
A vehicle must pass several checks before it is eligible:
| Rule | Why It Matters |
|---|---|
| Same subaccount | The vehicle must belong to the booking's fleet/location scope |
| Matching model | The physical vehicle must satisfy the model the rider booked |
| Reservable | The vehicle must be enabled for reservations |
| Available status | The vehicle must be in an assignable state |
| No overlapping direct reservation | Prevents double-booking a vehicle |
| No overlapping assignment | Prevents assigning the same vehicle to two model bookings |
| No blocked availability window | Respects maintenance, service, or calendar blocks |
If no eligible vehicles appear, expand Unavailable vehicles to see why specific vehicles were excluded.
Manual UUID Fallback
The assignment panel includes Assign by UUID for cases where the eligible picker cannot be used.
Use this only when you have verified the vehicle is the correct unit and should be assigned. The backend still enforces assignment conflict protection, but the picker gives operators better context and should be preferred.
Preparing for Pickup
Before the rider arrives:
- Confirm the assigned vehicle has enough battery.
- Inspect brakes, tires, lock, throttle, lights, and visible damage.
- Stage the vehicle at the pickup location.
- Confirm the vehicle number matches the assignment.
- For group bookings, stage all assigned vehicles together.
- Keep staff ready for multi-unit handoff.
Assign early enough to stage
The assignment queue is most useful when reviewed before the pickup rush. Assigning at the last minute leaves less time to recover from low battery, missing vehicles, or lock problems.
Single-Unit Pickup
For a single-unit model booking:
- Operator assigns one eligible vehicle.
- Rider opens the reservation detail screen.
- Check-in becomes available after assignment.
- Rider starts check-in.
- System unlocks the assigned vehicle.
- System enables throttle.
- System creates the ride.
- Assignment moves to checked in.
If unlock fails during check-in, the platform rolls back reservation and ride state so the operator can resolve the issue and try again.
Multi-Unit Pickup
Multi-unit model bookings are intentionally operator-assisted.
Operators should:
- Assign one physical vehicle per booked unit.
- Stage units together.
- Verify the rider or group lead is present.
- Hand off vehicles according to local operating policy.
- Use internal notes for staff coordination where needed.
This avoids forcing one rider's app session to unlock and manage several model-assigned vehicles through a self-service flow that may not match on-site operations.
Checkout
Checkout is responsible for ending the reservation and releasing the assigned vehicle.
The system:
- Locks the vehicle before completing the reservation.
- Calculates the remaining balance after booking deposit.
- Attempts to collect the remaining balance.
- Completes the reservation.
- Releases active assignments.
- Sends a checkout notification.
If the lock command fails, operators should resolve the physical vehicle state before treating the booking as complete.
Failed Balance Collection
If the remaining balance charge fails during checkout:
- The reservation can still complete.
- The unpaid amount remains on the reservation as balance due.
- The mobile response reports the balance due.
- Operators can follow up with the rider through support or billing workflows.
This prevents a payment failure from trapping the operational lifecycle when the vehicle has already been returned.
Releasing Assignments
Assignments are released when:
- Checkout completes.
- Reservation is cancelled.
- Reservation is marked no-show.
- Operator manually releases an assignment from the reservation detail page.
Manual release is useful when a vehicle was assigned incorrectly, fails inspection, or needs to be swapped before pickup.
Common Assignment Problems
| Problem | What to Check |
|---|---|
| No eligible vehicles | Confirm reservable flag, vehicle model, status, blocked windows, and overlapping reservations |
| Vehicle is unavailable | Expand unavailable reasons on the assignment panel |
| Booking is partially assigned | Quantity is higher than active assignments; assign more vehicles |
| Rider cannot check in | Confirm it is a single-unit booking and a vehicle is assigned |
| Vehicle was assigned incorrectly | Release the assignment and assign the correct vehicle |
| Unlock failed during check-in | Inspect IoT/lock state, then retry after the system rollback |