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Fleet & Staff: User Journeys ​

Sabine's first days with Busflow — getting her fleet and team into the system so every downstream feature has data to work with.

Context ​

These journeys cover the onboarding and ongoing management of vehicles and crew — the foundation layer that the Dispatch Board, Tour Management, and Bookings all depend on. They happen before the existing Sabine journey (user-journeys.md Journey 1: "Magic Upload") and represent the very first actions a new operator takes.

J0: Mandatory Operator Profile Setup ​

Before doing anything else, Thomas (the GF) must input legal company details. Without this, future invoices will be legally invalid.

The Trigger ​

Thomas creates the account. The system enforces a hard gate: he lands on the Settings → Company Profile page and cannot proceed to Tour Creation without filling it out.

The Layout ​

The Settings page uses a vertical tab layout with sections:

  • Company Profile (V1 scope)
  • Branding (V1 scope — logo, colors)
  • Billing & Subscription (read-only in V1)
  • Payment, Cancellation, and Deposit configs use smart defaults from the DB schema.

The Action ​

Thomas fills out the Company Profile:

  • Company name — "Bruning Reisen GmbH" (pre-filled)
  • Legal name — "Bruning Reisen GmbH"
  • Address — "Berliner Str. 42, 10115 Berlin"
  • Country — "Germany"
  • VAT ID — "DE123456789" (Required for DATEV and invoicing)
  • Tax ID — "27/123/45678"
  • Legal form — "GmbH"

He clicks Save. Inline success: fields briefly highlight green.

Branding ​

Thomas switches to the Branding tab. He uploads the company logo and selects a primary brand color. These values feed into the brand_config JSONB column. (Note: Live PDF preview generation is deferred to Phase 4).

J1: First-Time Fleet Setup ​

Sabine needs to register her 3 buses.

The Trigger ​

Sabine navigates to the Fleet section.

The Empty State ​

The Fleet page displays a clean, inviting empty state: a lightweight bus illustration, the headline "Let's build your fleet", subtext explaining "Add your vehicles to start dispatching and managing capacity," and a prominent "+ Add Vehicle" button.

The Action ​

Sabine clicks "+ Add Vehicle." A slide-over Drawer opens:

  • License plate (required, unique)
  • Model (required)
  • Vehicle class (required — dropdown: Coach, Minibus, Van)
  • Capacity (required)
  • Transmission (default: Manual)

She fills in "B-BF 1234", "Mercedes Tourismo", "Coach", 49 seats, and clicks Save.

The Payoff ​

The Drawer closes. The DataTable instantly shows her first vehicle row. A toast slides in: "Vehicle added." The empty state is gone. She repeats for Bus 2 and Bus 3. Total time: under 2 minutes.

The Detail Check ​

She clicks the row for Bus 1. A popup overlay shows the vehicle's detail card: license plate, model, class, capacity, and status (Active).

J2: Add a New Driver ​

Sabine registers a new driver, Marco, and records his qualifications.

The Trigger ​

Sabine navigates to Fleet → Staff. She clicks "+ Add Crew Member."

The Action ​

A Drawer opens:

  • First name & Last name — "Marco Weber"
  • Role — "Driver"
  • Phone & Email — Contact info.
  • License number & expiry

She clicks Save. Marco appears in the DataTable with status Active.

Adding Qualifications ​

Sabine clicks Marco's row to open the detail popup. In the Qualifications section, she clicks "+ Add Qualification." A modal appears where she inputs his "Module 95" data.

Linking to User Account ​

At the bottom of Marco's detail popup, Sabine sees "Busflow Account". She clicks "Link Account", enters Marco's email address, and the system sends an invitation. (Note: Driver App access is Phase 4).

J3: Manage Crew Leave ​

Driver Klaus requests 2 weeks of vacation via WhatsApp. Sabine approves it in the system.

The Trigger ​

Sabine opens Fleet → Staff and clicks Klaus's row to open his detail popup.

The Action ​

In the Absences section, she clicks "+ Add Absence." A modal appears:

  • Type — "Vacation"
  • Start date — "2026-07-10"
  • End date — "2026-07-24"
  • Notes — "Annual summer vacation"

Because Sabine has Manager permissions, the status defaults to Approved. She clicks Save.

Toast: "Leave approved." The absence appears in Klaus's detail view with a green Approved chip.

The Downstream Effect ​

When the Dispatch Board (Phase 5) loads, Klaus's row shows a vacation block (🏖️) from July 10–24. Dragging Klaus onto any trip in that window triggers a hard block.

J4: Decommission a Vehicle ​

An old bus is sold. Sabine changes its status.

The Action ​

Sabine locates Bus 3 in the Fleet DataTable. She clicks the row-level action menu (⋮) and selects "Decommission." The system immediately changes the status to Decommissioned and applies a muted visual treatment to the row.

A toast appears: "Vehicle decommissioned — [Undo]"

What Happens ​

  • Bus 3 remains in the Fleet DataTable (soft-deleted) with a Decommissioned status chip, filterable via a status dropdown.
  • All historical data remains intact.
  • She can click [Undo] on the toast within 5 seconds if it was a mistake.

Journey Map: Onboarding Sequence ​

Day 1: Account Created
  │
  ├─ J0: Mandatory Operator Profile (Thomas)
  │    └─ Company name, VAT, Legal Form
  │
  ├─ J1: First-Time Fleet Setup (Sabine)
  │    └─ Register 3 buses (2 min)
  │
  └─ J2: Add Drivers (Sabine)
       └─ Register Klaus, Sarah, Marco + qualifications
                │
Day 2+: Ongoing Operations
  │
  ├─ J3: Manage Leave (as requests come in)
  └─ J4: Decommission (when a bus is sold)
                │
                ▼
       Ready for Phase 2: Tour & Trip Management

Internal documentation — Busflow

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