Transfers & Pool

How transfers work

Every car is a single record — one VIN, one TestHubLink telemetry stream. To lend a car to another department you do not duplicate it. Instead, departments plan a transfer that hands the car over on a scheduled date.

A transfer is a point in time: on its effective date the car changes department, and it stays in the target department until the next planned move. Think of a car’s life as a timeline of handovers rather than copies.

The transfer planner

Open the dedicated Transfers page (also available as the transfer view of the calendar) to see every car laid out on a timeline.

• Drag across the timeline to plan a loan with a from–to window.
• Each request carries the dates the car is needed.
• Approving a request creates a scheduled move on the timeline.

Request and approval flow

1. A Fleet manager requests a move into their department.
2. The manager of the department the car is leaving reviews and approves it (a Fleet planner or Admin can also approve).
3. Approved moves execute automatically on their effective date — no manual step is required.

Extra controls:

• Execute now — run an approved move earlier than its scheduled date.
• Direct move — Admins and Fleet planners can move any car between departments straight away.

Roles

Role	What they can do
Fleet manager	Per-department actions: request cars into their own department, and review/approve moves leaving their own department.
Fleet planner	Global scope: sees all cars and can move any car directly across departments.
Admin	Behaves like a Fleet planner for transfers.

The pool

The pool is a shared bucket for cars that belong to no department.

• Release to pool — a department gives a car up into the pool.
• Pull from pool — another department takes the car out and into its own fleet.
• A car sitting in the pool cannot be booked until a department pulls it out.

There can be several pools. A department only draws from the pool (or pools) it is linked to.

Advance booking

As soon as a transfer into your department is approved, the car appears in your reservations calendar right away — before it physically arrives.

• You can book the car from the handover date forward.
• The period before handover is locked, because the car still belongs to the other department.
• You cannot create or extend a reservation past a car’s next scheduled departure.

When plans change

If a planned move is later rescheduled or cancelled in a way that clashes with existing reservations, the planner is warned about the affected bookings and the impacted users are notified.

Notifications

Email notifications are sent when a transfer is:

• Requested
• Approved
• Rejected