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Allocations

An Allocation is a document that records the formal assignment of an asset to a person. Allocations capture more detail than the Responsible Person field alone — including the allocation type, hire rate, allocation use, and a handover checklist if configured. See Responsible Person for information on that field.

Allocations and the Responsible Person field are independent of each other, so an asset can have one or both in use depending on your organisation's requirements.

Creating an Allocation

Before creating a new allocation, make sure any existing allocation for the asset has a status of Allocation Ended. Only one active allocation should exist at a time.

  1. Navigate to the asset.
  2. Scroll to the Allocation table.
  3. Select Add a new child document below the table and choose New Allocation.

The document opens with the Creation Date, a Status of Allocation Started, the Allocation Started date, and the asset's current Primary Meter value pre-populated.

  1. Choose an Allocation Type:
  2. Permanent Allocation — for assets assigned to a person with no expected end date.

  3. Temporary Allocation — enables an Expected Allocation End date. This date can trigger notifications and, if configured, automatic disposal.

  4. Choose the applicable Hire Rate To Apply. This pulls the corresponding rate from the Booking / Hire panel on the asset and is used to calculate income from hiring the asset.

  5. Choose an Allocation Use (optional). If the allocation use includes Commuter Use or Private Use, Formbird FLEET will generate booking documents automatically:

  6. For permanently assigned assets: four months of bookings are created in advance.
  7. For temporarily assigned assets: bookings are created up to the Expected Allocation End date.
  8. The Available Hire Days, Day Start Time, and Day End Time fields on the asset must be populated for this to work.
  9. A warning displays while booking documents are being created. Other changes can still be saved during this time.

See Pool Booking Configuration for more on how allocations interact with the booking system.

  1. Tick Update Asset Responsible Person On Save to automatically update the Responsible Person field on the asset with the user selected in Allocated To (optional).

  2. Select the user account in the Allocated To field.

  3. Select the save tick.

Note: Changing the Status field between Allocation Started and Allocation Ended automatically populates the corresponding date fields, as well as the Allocation Duration and Allocation Distance / Hrs values.

[SCREENSHOT: The Allocation document showing the Status, Allocation Type, and Allocated To fields]

Allocation Handover Checklist

You can configure a handover checklist to record the asset's condition at the time the allocation is created. This is set up via the Asset / Component Group Mapping document for the relevant asset type.

To configure allocation checks for an asset type:

  1. From the System Administrator Menu, open the Configuration dropdown and select Asset / Component Group Mappings.
  2. Find and open the mapping document for the asset type you want to configure.
  3. In the Allocation Checks field, select the check questions you want to include in the handover checklist.
  4. Save the mapping document.

Once configured, the checklist appears on new Allocation documents for assets in that group. You can tick Show Signatures And Image Uploads on the allocation to capture signatures from the handing-over manager and the allocated person, as well as photos of the asset's condition.

Viewing and Exporting Allocations

All allocation documents for an asset are listed in the Allocation table on the asset record. Allocations across all assets can be exported via the Allocation Document Export in the Export List, or viewed in the Allocation Report.

Published: April 2026 · Formbird FLEET 4.2.8