What is a Vehicle Hire Form (VHF)
Vehicle Hire Forms (VHFs) are a new form within Evox that will allow business units to capture client enquiry and booking details and assign available assets to a new vehicle hire. Once the form has been completed, submitted, and approved, the selected asset will be applied to the hire and reflected within the utilisation planner, enabling users to clearly visualise which assets are in use, not in use, or have recorded non‑productive time.
How to Create a VHF
To get started, you’ll need the appropriate permissions to view and create VHFs. Please contact your line manager or reach out to Support Services to request the required access.
Once you're set up, you can create a VHF by:
- Clicking the assets tab
- Clicking “Create Hire Form”
Users will then:
- Fill out the form details
| Form Field | Description |
|---|---|
| Crane Type Required | Crane size requested by client |
| Client | The client who's requested the hire |
| Project | The project ongoing or new project requested by the client |
| CPA Type | Selecting if this is a Hire or Contract Lift |
| Facility | The facility responsible for the booking |
| Source of Enquiry | How the hire was originated: was this a phone call, email, etc. |
| Date From & To | The start and end date of the hire |
| Notes | Additional notes to capture labour details and any other information relevant to the supervisor or finance team |
- Assign a Crane (if permitted).
- Select an approver
- Save VHF as a draft or submit for approval
How to Approve a VHF
The approver selected will receive an email that they have a VHF awaiting approval. The approver can click the link provided in the email, or navigate directly to the Pending VHF via the “view all hire forms” tab.
Approving the VHF
The approver will see an “approve” button on the VHF; if they click this, a pop-up will appear where the approver will:
- Enter their pin
- Click approve
Once approved, the VHF Will be marked as "approved", with the hire being added to the utilisation planner
How to Edit VHF
Permitted users will also have the ability to edit VHF's by going directly to the form and:
- Click “edit”
- Update any of the fields
- Click “submit” to save the updated information
Editing VHF's in the past should only be done when necessary. If the reason for editing is to extend a hire or add on a new crane to a hire due to a crane breaking down, the “link VHF” will need to be used to create a separate but linked VHF.
For additional information, please contact your designated support contact or use your usual support channels.