From request to return, one clean workflow for your vehicle pool.
Let employees request a company vehicle for a trip, give fleet administrators a single approvals dashboard with conflict detection, and track every check-out and return down to the odometer.
Employees requesting a shared company vehicle today rely on email threads, spreadsheets, and verbal approvals. There is no audit trail, no visibility into whether a request was approved, and no structured link between a request and the vehicle actually assigned — leaving fleet administrators to track availability from memory.
Employee Fleet Vehicle Request gives every employee a simple request form and a live status view, and gives fleet administrators a single dashboard of pending requests with built-in overlap detection — so a vehicle is never approved for two trips at once, and every check-out and return is tracked with odometer readings.
Built for shared company vehicle pools
Every capability below is implemented in the module.
Self-service requests
Employees submit a vehicle request with a date range and purpose in a few clicks, straight from the Odoo backend.
Single-step approval workflow
Fleet administrators approve or reject with one click; every rejection requires a documented reason.
Availability conflict detection
Approval is blocked if the requested vehicle is already booked for overlapping dates, with the conflict shown directly on the request form.
Approvals dashboard
A kanban board grouped by status surfaces every pending request in one screen, so nothing waits unnoticed.
Check-out / return with odometer tracking
Record starting and closing odometer readings, capture distance travelled, and feed Fleet's odometer history automatically.
Multi-vehicle batch requests
Request several vehicles in a single submission for group trips, with each vehicle tracked as its own request.
Employee self-service portal
Employees track every request's status from submission to return without waiting on an email or asking HR.
Automatic email notifications
Approval and rejection emails close the loop with the requester the moment a decision is made.
Overdue tracking & printable reports
Bookings past their return date are flagged automatically, and every request can be printed as a PDF record.
How it works
Submit a request
The employee picks dates, an optional vehicle and a purpose, then submits for approval.
Manager reviews & approves
A fleet administrator checks availability from the approvals dashboard and approves or rejects with a reason.
Check out & drive
An approved request is checked out with a starting odometer reading when the vehicle is picked up.
Register the return
The closing odometer reading and any service notes are recorded, freeing the vehicle for the next request.
See it in action
From submitting a request to registering the return — every screen in the workflow.
The list of vehicle requests with color-coded status decorations for submitted, approved, overdue and returned bookings.
The approvals dashboard: a kanban board grouped by status gives fleet administrators one place to see every request that needs action.
A request form showing the built-in availability alert — overlapping bookings for the same vehicle are flagged before approval.
A completed request showing the Assignment & Return details: odometer in/out, distance travelled, and service notes.
The batch request wizard lets an employee request several vehicles at once for a group trip.
Rejecting a request requires a documented reason, kept on the record for the audit trail.
The return wizard captures the closing odometer reading and any service or condition notes when a vehicle comes back.
The employee portal home page shows a Vehicle Requests card with a live count of the employee's own requests.
The self-service "My Vehicle Requests" portal page lists every request the employee has submitted along with its current status.
The portal detail page for a single request, showing status, dates, vehicle and (if applicable) the rejection reason.
A printable PDF request sheet with requester, vehicle, dates, approver and odometer details for offline records.
Frequently asked
Does this replace Odoo's Fleet module?
No. It extends the standard Fleet module with an employee-initiated request-and-approval layer on top of the vehicles you already manage there.
Can the same vehicle be double-booked?
No. Approval is blocked whenever the requested vehicle overlaps an existing approved or in-use booking for the same dates.
Who can approve requests?
Any user placed in the Vehicle Requests administrator group. Assign as many fleet administrators as your organization needs.
Can employees see their request status without asking HR?
Yes. A self-service portal page at /my/vehicle-requests lists every request an employee has made and its live status, with no email round-trip needed.
Get in Touch
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Self-service vehicle requests, approval workflow with conflict detection, and check-out/return odometer tracking for Odoo Fleet and HR.
| Availability |
Odoo Online
Odoo.sh
On Premise
|
| Odoo Apps Dependencies |
•
Discuss (mail)
• Employees (hr) • Fleet (fleet) |
| Lines of code | 980 |
| Technical Name |
cerevantix_employee_fleet_vehicle_request |
| License | OPL-1 |
| Website | https://cerevantix.com |
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