- Rename and reorder steps and add the fields your team actually needs. Totals and formulas are calculated as people type.
- Choose who does each step: a person, a team, the requester's manager, or someone picked earlier in the form.
- Set the approvals, including approval limits by amount, and let approvers decide straight from their email.
- Add deadlines and reminders, counted in business hours if you want, and escalate late steps.
Operations template
Vehicle booking workflow template
Book a company vehicle and record mileage, fuel and any incident on pick-up and return.
5 steps
20 fields
Free for 14 days. No credit card. You can change every step and field.
How it runs, step by step
The process reads from top to bottom. Each step goes to its owner with a deadline, and everything that happens is recorded in the request's timeline.
-
Booking
Whoever starts the request
Tell us when and where you are going.
6 fields in the request form
- Pick-up * Date and time
- Return * Date and time
- Destination * Text
- Purpose * Long text
- Passengers Number
- Driver's license * Checkbox
-
Approval and vehicle
A person or team you choose
Fleet approves the booking and assigns a vehicle.
Approval: Approvers you choose Due in 1 day (business time)2 fields
- Vehicle *Model and plate Text
- Instructions Long text
-
Pick-up
The requester
Check the vehicle before leaving.
4 fields
- Odometer at pick-up (km) * Number
- Fuel level *Full, 3/4, 1/2, 1/4, Reserve Choice
- Existing damageScratches, dents or anything unusual Long text
- Photos Files
-
Return
The requester
Record how the vehicle came back.
6 fields
- Odometer at return (km) * Number
- Fuel level *Full, 3/4, 1/2, 1/4, Reserve Choice
- Distance driven (km) Calculated
- Any fine, accident or damage? *No, Yes Choice
- What happened? * Long text · when needed
- Fuel and toll receipts Files
-
Inspection
A person or team you choose
Fleet inspects the vehicle and closes the booking.
Due in 1 day (business time)2 fields
- Vehicle condition *All good, Needs cleaning, Needs repair Choice
- Notes Long text
Make it yours
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Copy it into your workspace, invite the people involved by email, and send the first request today. One plan with every feature, from $49 a month for 5 users.
Use this template