How do I administer FleetHub and allocate vehicles

FleetHub administrators configure the system from the Administration module — booking rules, feature flags, time windows, allocation, vehicle groups, master data, users and vehicles — and vehicles are normally allocated to bookings automatically, based on your organisation's allocation strategy.

Also known as / customers also ask: FleetHub administration, pool booking, pvbs, pool vehicle, FleetHub settings, vehicle allocation, booking rules setup, administration module

What you need before you start

• This article is for the Administrator role — the only FleetHub role with access to the Administration module. Your role carries over automatically from your existing Argus platform profile.
• Timing values referenced below — booking horizons, lock windows, grace periods and similar — are common defaults. Your organisation can change these under Administration > Settings.

How is the Administration area organised?

• Booking Rules — the booking horizon (how far ahead drivers can book, commonly around 42 days), default booking duration (commonly 60 minutes), the cancellation/change lock window (commonly around 6 hours before start), the pickup window buffer (commonly around 30 minutes each way), the late-return grace period, and the threshold for a long-term booking.
• Feature Flags — turn approvals on or off, enable FBT after-hours tracking, and enable automatic cancellation of no-show bookings.
• Time Windows — business hours, the FBT after-hours window (commonly 5pm–8am), and core hours. Report utilisation percentages are measured against core business hours on weekdays, not around the clock.
• Allocation — the strategy and sort order FleetHub uses to automatically assign a vehicle to a booking, for example spreading wear evenly across the pool.
• Vehicle Groups — per-pool settings: whether approval is required, whether auto-cancellation of no-shows applies, whether double-booking is allowed, the pool's notification master switch, and the approvers assigned to that pool and department.
• Master Data — shared reference data: destinations (including a maintenance flag), FBT after-hours reasons, and departments.
• Users — roles, licence details, FBT exemption status, and permission overrides. New users start in Pending status until an administrator approves them; accounts can also be locked if needed.
• Vehicles — vehicle status (pooled, dedicated, or private), availability windows including weekend availability, and per-vehicle cost rates used to calculate the trip cost estimates drivers see.

How do I set up FleetHub for the first time?

1. Add vehicles under Administration > Vehicles before grouping them.
2. Create your vehicle groups and assign approvers.
3. Add users — they sync automatically to your Argus platform account, so you don't need to maintain them separately in two places.
4. Review Booking Rules, Feature Flags and Time Windows against the defaults above, and adjust for your organisation.
5. Go to Administration > Integrations to confirm pending telematics events — this connects vehicle movement data, such as automatic pickup and drop-off, to your fleet's GPS tracking.

How does vehicle allocation work?

When more than one vehicle in a pool is available for a booking, FleetHub normally chooses the vehicle for you automatically, based on your organisation's allocation strategy and sort order. Some organisations allow drivers to choose a specific vehicle instead — this is configured under Administration > Allocation. FleetHub also keeps a short gap, commonly around 30 minutes, between consecutive bookings on the same vehicle, so allow for this when booking back-to-back trips.

What does day-to-day administration involve?

Use the dashboard to monitor vehicles out, booked, and awaiting pickup or drop-off across your fleet. New users need administrator approval before they can sign in and book, and you can lock a user's account at any time if access needs to be suspended. If a vehicle leaves the depot without an active booking, you're notified automatically, so you can follow up on unbooked trips. As an Administrator, you have full access to FleetHub's reports — booking, utilisation, pool utilisation, billing, compliance, user and vehicle reports — each combining booked and actual GPS-based data. All reports can be exported to CSV; scheduled email reports aren't available.

What if something goes wrong?

For questions about why a specific booking behaved a certain way, see how FleetHub booking rules work for pickup and drop-off.

This article doesn't cover what each FleetHub access level can do — see what each FleetHub user role can do. If you're still stuck, contact Argus support.