Schedule Exceptions

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What is an exception?

Your fleet runs on weekly schedules, but real life doesn't. A driver calls in sick. A vehicle needs new brakes. Someone picks up an extra Saturday shift. An exception overrides the weekly schedule for a specific date (or range of dates) without changing the regular pattern.

There are two types:

Off – not available. The driver or vehicle is completely unavailable that day. No trips will be scheduled for them.
Modified window. They're working, but at different hours than their usual shift. For example, starting at 8:00a instead of 6:00a.

Creating an exception

You can add an exception from two places:

Open a vehicle or driver detail sheet, go to the Schedule tab, and click Add Exception.
Click any cell in the Schedule Board. The dialog opens pre-filled with that date.

Simulated

Add Exception

V-107 · Maria Torres

Type

Off – not available ↓

Date

Sep 23, 2026

End Date (optional)

Single day

Leave blank for a single day, or pick an end date for a range.

Reason (optional)

e.g. Sick leave, Oil change

✓ Also apply to paired driver/vehicle
Creates the same exception for the assigned vehicle

Save Exception

The Add Exception dialog, shown for driver Maria Torres on V-107. Type is set to "Off" and the paired-vehicle checkbox is checked. Simulated view, mock data.

Fields

Field	Required	Notes
Type	Yes	"Off – not available" or "Modified window"
Date	Yes	The first (or only) day of the exception
End Date	No	Creates a multi-day range. Leave blank for a single day.
Repeat on	No	Weekday checkboxes. For a date range, repeat only on specific days of the week (e.g. Mon/Wed/Fri).
Start / End Time	No	Only shown for "Modified window." The hours they'll actually work.
Reason	No	Free text. Useful for tracking why someone was out.

The paired checkbox

When you add an exception for a driver, you'll see a checkbox labelled Also apply to paired driver/vehicle. Checking it creates the same exception on their assigned vehicle at the same time.

This works the other way too: adding an exception to a vehicle with the box checked creates one for its assigned driver.

When to use it

Check this when both the driver and the vehicle are truly unavailable. A driver out sick while their vehicle could still be used by a substitute? Leave the box unchecked.

Where exceptions appear

Schedule Board. "Off" days show as red cells. Modified-window days show with an amber warning icon and the adjusted hours.
Detail sheet, Schedule tab. A list of all active exceptions for that driver or vehicle, with dates and reasons.
Fleet table. The schedule summary column reflects exceptions. If a driver is off tomorrow, the summary accounts for it.

Deleting an exception

Open the driver or vehicle detail sheet, go to the Schedule tab, find the exception in the list, and delete it. The weekly schedule takes over again for that date.

No undo

Deleting an exception is immediate. If you need it back, create a new one with the same details.

Common scenarios

Driver out sick for three days

Open driver detail → Schedule tab → Add Exception → Type: Off → Date: Mon Sep 21 → End Date: Wed Sep 23 → Check Also apply to paired vehicle → Reason: Sick leave → Save

Vehicle in for maintenance every Tuesday for a month

Open vehicle detail → Schedule tab → Add Exception → Type: Off → Date: Tue Sep 22 → End Date: Tue Oct 20 → Repeat on: Tue only → Reason: Scheduled maintenance → Save

Driver working late shift on Friday

Open driver detail → Schedule tab → Add Exception → Type: Modified window → Date: Fri Sep 25 → Start: 10:00a, End: 8:00p → Save

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