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Help Guide

Fleet Management

Keep your equipment organized and fully utilized. Assign assets to trips, track usage, and stay on top of maintenance.

5 min read

Why Fleet Management Matters

If you operate more than one asset — whether that's multiple equipment, vehicles, or locations — fleet management helps you maximize utilization and avoid scheduling conflicts. Instead of tracking everything manually, Guidewinds gives you a centralized view of every asset, its schedule, and its condition.

Plan Requirement

Fleet management is available on the Enterprise plan.

Adding Equipment

  1. Go to Dashboard → Equipment
  2. Click "Add Equipment"
  3. Enter a name, description, and any identifying details (registration number, capacity, etc.)
  4. Upload a photo (optional but recommended)
  5. Save the equipment

Each equipment gets its own profile card showing its current status, upcoming schedule, and maintenance history.

Pro Tip

Add clear, descriptive names for each equipment so your team can quickly identify them in the schedule view. Including capacity or size in the name helps (e.g., "Bay Runner — 6 pax").

Assigning Equipment to Trips

Link your equipment to specific trips so Guidewinds knows which asset is needed for each booking:

  1. Go to Dashboard → Trip Types
  2. Edit the trip you want to assign
  3. In the "Equipment Assignment" section, select which equipment can be used
  4. Optionally set a default equipment for that trip
  5. Save your changes

Availability Conflicts

If a equipment is already assigned to a booking at the same time, it won't appear as available for other trips. Guidewinds prevents double-allocation automatically.

Utilization Tracking

See how well each equipment is being used from the fleet dashboard:

  • Utilization rate: Percentage of available hours that are booked, shown per equipment and as a fleet average.
  • Revenue per asset: How much each equipment generates over a given period.
  • Idle time: Gaps in the schedule where a equipment sits unused.
  • Comparative view: Side-by-side performance of all your equipment to spot over- or underutilized assets.

Pro Tip

Review utilization monthly. If one equipment is consistently underbooked, consider assigning it to more trips or adjusting pricing to drive demand.

Maintenance Notes

Keep a record of maintenance, inspections, and repairs for each equipment:

  1. Open the equipment's detail page from Dashboard → Equipment
  2. Click the "Maintenance" tab
  3. Click "Add Note"
  4. Enter the date, description, and optionally mark the equipment as out of service for a date range
  5. Save the note

When a equipment is marked out of service, it's automatically excluded from availability. No bookings can be created for it during that period.

What's Next?

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