What vehicle states mean
Every vehicle has a state. It answers one question: can you count on this vehicle when planning.
Six states
| State | Meaning |
|---|---|
| Possible to rent | The vehicle is fine |
| Under repair | Unavailable now, will be back |
| Critical condition | Must not be handed over |
| In a long-term rental | Occupied for a long time |
| Do not rent out | Taken out of rental service |
| Maintenance is required | Working, but needs attention |
Four urgency levels
Six states are hard to tell apart at a glance, and the operator needs not a name but an answer to “what to do”. So the states are grouped into four levels, and it's the level that is color-coded:
| Level | Which states | What it means |
|---|---|---|
| Possible to rent | Possible to rent | Put it to work |
| Needs attention | Under repair, Maintenance is required | Check before handing over |
| Not available | Critical condition, Do not rent out | The vehicle isn't ready to be handed over |
| Long-term rental | In a long-term rental | Won't be free any time soon |
A state warns but doesn't prohibit
A state is a signal to the operator, not a system ban. A rental can be booked for a vehicle in any state.
When you select a vehicle in critical condition, in a long-term rental, or marked “Do not rent out”, the system shows a warning — and stops there. The decision is yours. The states “Under repair” and “Maintenance is required” don't warn at all.
The practical takeaway: don't rely on the system to keep you from making a mistake. Check the state yourself, especially when picking a replacement vehicle.
Tip
A state that needs attention carries not only a color but also an icon — so such rows can be told apart on a black-and-white screen and by people with color vision deficiency.
The “Possible to rent” state has no icon
On the occupancy calendar, only states that need attention are marked with an icon. A vehicle in good order is marked with a stripe and a background, but carries no icon — the icon remains the sign of “there's a question here”.
So a row without an icon means “everything's fine”, not “the state isn't set”.
Empty and unknown state
These are two different cases, and the system handles them differently.
- The state isn't filled in — treated as “Possible to rent”. That's how the default works: a new vehicle is considered in good order until stated otherwise.
- The state isn't in the list — treated as “Not available” and labeled “Unknown”.
Important
The second rule is deliberately cautious. If a vehicle has a state the system doesn't know, it's safer to exclude it from planning than to show it as being in good order.
States in the “Available” column and period search
The fleet board’s “Available” column excludes vehicles in “Under repair”, “Critical condition”, “In a long-term rental”, and “Do not rent out” states. This is a board grouping rule.
Period availability search excludes vehicles with overlapping bookings and by default includes “Possible to rent”, “Under repair”, “In a long-term rental”, and “Maintenance is required”. So a vehicle’s state alone does not guarantee that it will disappear from period search results.
Explicitly choosing states changes this set; for example, you can include “Critical condition” or “Do not rent out”.
Important
Not appearing in the “Available” column and being excluded from period search are different things. Both also differ from a ban on creating a booking: the vehicle can still be selected manually.
What the state doesn't describe
Apart from the state, a vehicle has attributes that aren't related to it and change independently:
- transmission;
- cleanliness — washed or dirty;
- fuel tank — full or not full.
A dirty vehicle with a full tank can be in the “Possible to rent” state, and a clean one can be in critical condition. These attributes matter at pickup and return, not in planning.
How to change the state
- Open the vehicle card.
- Click the current state — a list opens.
- Choose the new one: it applies immediately; there's no separate save button here.
The state warns the operator and affects board grouping and search results according to their own rules, but a booking can still be created. To mark the vehicle as occupied during work, create a technical booking. While active, it excludes the vehicle from availability searches for overlapping periods but does not prevent saving a new booking for the same time.
To remove the vehicle from selection in the new booking form, deactivate it in the card. This is only possible if it has no active bookings, including technical ones. After deactivation, the vehicle cannot be selected to create a technical booking in the regular form, so these actions should not be combined.