HelixFleet includes a trip request system that lets staff request vehicles for field trips, events, site visits, and other travel needs — without needing to know which specific vehicle is available.
Here's how it works from start to finish:
Step 1 — A requester submits a trip request. Requesters navigate to Fleet Management > Trips, and click New Trip. They fill in the trip details, like trip name, date and time, destination, vehicle type (e.g., Bus, Van, Pickup), number of passengers, etc. Importantly, they select a vehicle type — not a specific vehicle. That assignment happens during review.
Step 2 — An admin reviews the request. The request lands on the Trips page, where admins can review it. From there, they assign a specific vehicle, driver, and any templates, then click approve. (Alternatively, they can deny the request.)
Step 3 — The requester is notified. Once a decision is made, the requester is notified of the outcome. If approved, they'll be able to see any details that were added or changed.
Need to schedule a trip immediately? Admins, by default, bypass the request workflow altogether. They can create a trip outright — no review step needed.