⚠️ Important: Loan car management is included in the Auxo Workshop Elite plan. Until the Elite plan is released, it is available to workshops on the Auxo Workshop Pro plan.
🧪 Beta Release:
This change is currently in beta testing and is only available to select customers included in the beta. It will proceed to full release pending beta feedback.
See which loan cars are free across the week, book one to a job, and look up who had a car on any given date.
The Loan Cars Scheduler is a week-long view of your whole loan fleet, with one row per car and one column per day. It answers the two questions that come up most often at the front counter: is there a car free for this customer, and who had a particular car on a particular date. You can book a car straight from the scheduler, move a booking as plans change, and use the history to trace a loan back to a customer.
🗓️ Opening the Scheduler
Click Calendar in the side menu.
Select Loan Cars Scheduler
The Loan Cars Scheduler is available to the Workshop Owner and Workshop Admin roles. Other staff roles allocate loan cars from the job instead.
👀 Reading the Scheduler
Each row is one loan car, labelled with its registration and vehicle description. Each column is a day, with today marked at the top.
A booked day shows the job number and the customer's name.
A free day shows Available.
A booking spanning several days appears as one continuous card across those days.
⬅️ Moving Through the Weeks
Use the arrows either side of the date to step back and forward a week at a time.
Click Today to return to the week containing today's date.
Click the ... icon on a day column and select Show week from this date to start the seven-day view on that day rather than the standard week.
📝 Note: Switching between the Calendar and History tabs returns the view to the standard week.
➕ Booking a Loan Car from the Scheduler
Click and drag across the available days you need on the car's row. For a single day, click the one slot.
Choose A new booking to create a booking for a customer who does not have one yet, or An existing booking to attach the car to a job already in the system.
Search for and select the job if you chose an existing booking
Click Save. The booking appears on the scheduler.
📝 Note: The Maintenance option is not available for selection.
↔️ Moving and Extending a Booking
Drag a booking card to a different day, or to a different car's row, to move the loan.
Drag the right-hand edge of a booking card to extend or shorten it across more or fewer days.
If the loan dates no longer line up with the job's dates, a Before we update... window appears showing both. You have two choices:
Leave job as is: the loan car dates change and the job's dates stay as they are.
Update job: the job's drop off and pick up dates change to match the new loan dates.
🗑️ Removing a Booking
Right-click the booking card on the scheduler.
Select Remove allocation.
Confirm when asked "Are you sure you want to remove the loan car allocated to job {job number}?"
The car shows as available for those days again, and the job no longer has a loan car against it.
🟠 When Loan Dates Do Not Match the Job
A booking whose dates do not match its job's booking and pick up dates appears in orange with a warning icon. Hover over the card to see the message: "The loan dates do not match the job's booking and pick up dates."
This is a prompt to check rather than a block. The booking stays in place until you either adjust the loan dates or update the job.
🔁 Same Day Handovers
Loans are tracked by date rather than by time of day, so a car can come back from one customer and go out to another on the same day. Two bookings can share the first or last day of a loan, which is what a morning return and an afternoon collection looks like on the scheduler.
The days in the middle of a multi-day loan are treated as fully committed, because the car is away for the whole of those days.
📖 Loan Car History
Click History at the top right of the scheduler for a full record of every loan.
Each row is one loan, with these columns:
Loan Vehicle: the registration of the loan car.
Job No: the job the car was loaned against.
Start Date and End Date: the dates the car was out.
Days: the length of the loan, counting both the first and last day.
Customer Name: the customer on the job.
Contact number: their contact number.
To find a particular loan:
Use the Search box to search by registration or customer name.
Use the Date filter to narrow the list to a date range.
Click Columns to choose which columns appear.
Click Export to CSV to download the list for your records.
💡 Tip: When an infringement notice arrives, filter the history to the date on the notice and look up the registration. The row shows you the customer who had the car and their contact number.
📌 Important Notes
Cancelling a job does not release the loan car. Remove or reallocate the booking so the car shows as available again.
The scheduler shows loan cars only. Set up which vehicles appear here from Settings > Loan Cars, covered in Managing Loan Cars.