How do FleetHub booking rules work for pickup and drop-off
FleetHub detects pickup and drop-off automatically at geofenced sites, or uses a manual tap-to-collect flow, with a common 30-minute late-return grace period your administrator can configure.
FleetHub picks up and drops off bookings automatically at sites with Argus geofencing, or with a manual tap-to-collect flow at sites without it. Every timing value below — how early you can collect, the grace period before a return is flagged late, and so on — is a common default that your administrator can change for your fleet.
Also known as / customers also ask: FleetHub booking rules, pool booking, pvbs, pool vehicle, automatic pickup, manual pickup, late return, no-show booking, pool booking colours
How does automatic pickup and drop-off work?
At sites using Argus geofencing, you don't need to do anything to check a vehicle in or out. Driving the vehicle out of the depot area is automatically recorded as pickup, provided it isn't before your booking's collection window opens. Returning the vehicle to the depot area is automatically recorded as drop-off — FleetHub waits a short settling period after the vehicle re-enters the depot, commonly around 10 minutes, before marking the booking complete, so a brief detour through the gate doesn't close out the booking early.
How does manual pickup and drop-off work?
If your site doesn't use automatic tracking, find your booking and select Pick Up when you collect the vehicle. This becomes available shortly before your booking's start time, commonly around 30 minutes, and stays available for a similar period afterwards — collecting during that later part of the window is recorded as a late pickup. Select Drop Off when you return the vehicle; you may be asked to enter the odometer reading, and a reading that's clearly wrong (lower than at pickup, or implausibly high) is rejected. If you miss the collection window entirely, you can no longer pick up the vehicle — the only option is to cancel the booking so it's available for someone else. Some sites use a shared kiosk for pickup and drop-off, and only one transaction is processed at a time per vehicle pool — a "please wait" message means another driver's transaction is still in progress.
What happens if a booking is returned late?
FleetHub allows a short grace period, commonly around 30 minutes, before treating a return as late. This grace period is a common default — your organisation's administrator can configure it, so your actual limit may differ. Once the grace period passes and the vehicle still hasn't been returned, a single late-return alert is sent to the driver and to the pool's designated contacts. It isn't repeated.
What happens if a booking is never collected?
If your organisation has auto-cancellation switched on, a booking that isn't collected during its pickup window is automatically marked as a no-show shortly after that window closes, and the vehicle is released back into the pool. You'll be notified if this happens to one of your bookings. Not every organisation has auto-cancellation enabled, so what happens next can vary — your administrator can confirm how your organisation handles it.
Can I change a booking after I've picked up the vehicle?
No. FleetHub doesn't support editing a booking that's already been collected. Once you've picked up the vehicle, the only action available is returning it — if your plans change mid-trip, return the vehicle as normal and make a new booking for anything further.
Who uses this and when would I need it?
Anyone booking or managing a pooled vehicle needs to understand these rules — they explain why FleetHub won't let you collect, change or cancel a vehicle the way you might expect.
What do I need to use FleetHub bookings?
A FleetHub account and a confirmed booking. See how to get started with Argus FleetHub to make your first booking.
How do I get started?
If something here doesn't match what you're seeing in FleetHub, your organisation's administrator has configured different values for your fleet, and has the final say. See how to get started with Argus FleetHub for the sign-in and booking steps, or how to administer FleetHub and allocate vehicles if you're the administrator setting these values.
This article doesn't cover administering these settings — see how to administer FleetHub and allocate vehicles, or why a specific automatic pickup or drop-off didn't happen — see why a FleetHub pickup or drop-off might not happen automatically.