As soon as a circle has several vehicles, not everyone drives everything: the site team takes the vans, the saloon stays with management, the camper is not for newcomers. Vehicle access puts that rule into the app instead of leaving it in everyone’s head.
Vehicle access
Decide, vehicle by vehicle, who is allowed to book it and drive it.
Three states, one to remember
No setting at all
The vehicle is open to every driver. This is the default, and a car you have just added is usable straight away.
A list of drivers
Only those people can book it and drive it.
Nobody
The owner alone. Useful for a vehicle that is being kept aside.
The owner is never restricted
The owner answers for the logbook, and so never appears in any list — putting them there would suggest they could be removed.
What an unauthorised driver sees
Nothing. The vehicle disappears from their home screen, the calendar, the booking form, the vehicle list, and the fuel and expense forms. Scanning its QR Drive card returns nothing.
Two things deliberately stay visible: their own past trips and expenses on that vehicle — otherwise amounts would show up in their balance with no explanation — and their own booking if one was already placed, so that they can cancel it.
Setting access up
- Open Vehicles, then Vehicle access. The same screen is reachable from Members.
- Tap a vehicle and tick the drivers allowed on it.
- Save. Every change is sent in one go.
Unticking the first driver is the gesture that moves a vehicle from "everyone" to "these people". Ticking everybody back opens it up again, rather than leaving a list that would go stale the next time a member joins.
Which plans include it
Vehicle access is reserved for Co-oto Teams, and only makes sense from two vehicles onwards. A circle that leaves Teams keeps its configuration in read-only form and can switch the restrictions off in one tap. See the plans and what each one includes.