Vehicle drop-off and pick-up
The Drop-off / Pick-up tab is a streamlined alternative to the full handover protocol. It records a single driver either leaving a vehicle at a depot (Vehicle Return) or collecting one (Vehicle Pick-up), without requiring a second named party or dual signatures.
Drop-off / Pick-up vs. full handover protocol
| Drop-off / Pick-up | Handover protocol | |
|---|---|---|
| Parties | One (the driver) | Two (issuer + receiver) |
| Digital signatures | No | Yes — both parties sign |
| Printable legal protocol | No | Yes (MOV-XXXXXX) |
| Typical use | Self-service depot return / collection | Formal vehicle assignment or return |
Use a drop-off / pick-up when a driver is briefly leaving a vehicle at a company location and there is no fleet manager formally receiving it, or when a driver collects a vehicle that is waiting for them at a depot without a handover ceremony.
Use a handover protocol when the event is a long-term vehicle assignment or return that requires both parties to sign and receive a formal protocol document.
Step 1 — Open Drop-off / Pick-up
From the left-hand menu, click My Fleet → Vehicle Handovers, then click the Drop-off / Pick-up tab.
URL:
/admin/resources/fleet-alert-pickups
The list shows one row per record with these columns: Protocol number, Registration date, Vehicle, Type, Driver, Status, Vehicle equipment, Fuel level, Attachment.
Step 2 — Click “+ Add”
The Create form opens.
Step 3 — Fill in the form
| Field | Required | Notes |
|---|---|---|
| Registration date \* | ✅ | Date and time of the drop-off or pick-up. |
| Type \* | ✅ | Vehicle Return ▶ — driver returns vehicle to depot. Vehicle Pick-up ◀ — driver collects vehicle from depot. |
| Vehicle \* | ✅ | Pick from the dropdown. |
| Driver \* | ✅ | The single driver involved (not two parties). |
| Does the vehicle have damage? \* | ✅ | Yes or No. |
| Odometer reading \* | ✅ | Current mileage in kilometres. |
| Cleanliness — Outside | — | Not applicable / Clean / Dirty. |
| Cleanliness — Inside | — | Not applicable / Clean / Dirty. |
| Vehicle equipment | — | Tick all items present: Dashcam, Fleet card, Fuel card with PIN, Warning triangle, Phone holder, Fire extinguisher, Key set, Spare wheel, Homologation documents. |
| Fuel level | — | Select the current fuel level percentage. |
| Message | — | Optional notes. |
| Status \* | ✅ | Defaults to New. |
| Attachment | — | Upload a photo or file. |
Step 4 — Save
Click Save. The record appears in the Drop-off / Pick-up list with a NEW status badge.
Viewing, editing, and deleting records
The same row actions are available as in the Handovers tab:
- Eye icon (👁) — open the detail view showing all recorded fields.
- Pencil icon (✏️) — edit the record. The same form opens pre-filled.
- Bin icon (🗑) — permanently delete the record. Confirm when prompted.
There are no signature fields or a printable protocol for drop-off / pick-up records.
What’s next?
- Create a full handover protocol — when you need a formal two-party signed document.
- View a handover protocol — to review or print a signed protocol.
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