In this guide, we will walk you through how to create, manage, and monitor fleet reservations. We will cover the key topics: 

1. Fleet Reservation overview 
2. Requirements 
3. Creating a new reservation 
4. Ending an existing reservation 
5. Accessing previous reservations 
6. Checking station availability 
7. Troubleshooting 
8. FAQ  

Let's start: 

1. Fleet Reservation overview 

Designed as an additional service, Fleet Reservation equips fleet managers to pre-book charging points, enhancing operational readiness and minimising downtime for drivers. 

Key benefits: 

• Secure charging access during critical operational times 
• Reduced waiting time and improved fleet productivity 
• Enhanced planning, operational control, resource allocation, and visibility across charging operations 

Reservations are conveniently managed through Virta Hub.

2. Requirements 

It's important to note that: 

• Heavy-duty reservation feature may be applicable only to specific Fleet organisations within the Virta network.  
• Only charging stations that support reservations can be booked. 
• Drivers are limited to using RFID as an authentication method to start and stop charging sessions. 
• Reservations are visible through the app and can be managed in the Virta Hub. 
• The feature reserves an extra 30 minutes before the start to ensure that any previous vehicle has left. 

3. Creating a New Reservation

 Reservations are created in Virta Hub via the charging station’s reservation calendar.  
To create a new reservation, follow these simple steps: 

Option 1: Create a reservation from the station view 

• Log in to Virta Hub and navigate to Stations → All Stations. 
•  Select the station you wish to reserve. 
• On the right panel, under Control stations, select Manage reservations. 

• Select the desired start and end time (station local time). 

• Enter the required reservation details, including your organisation and the driver’s Tag ID. 
• Click “Add event” to confirm the reservation. 

Option 2: Create a reservation from the driver view (Immediate start) 

• Log in to the Virta Hub and navigate to the “Drivers” → All drivers. 
• Locate the driver by searching their name or ID. 

• In the available actions menu, click “Add reservation”. 

• Enter all required details, including the charging point,  organisation, and the driver’s charging Tag ID.
• Click “Start reservation” to begin the reservation immediately. 

Where to view the reservation 

Once confirmed, the reservations appear within a few minutes: 

• Station → Station’s status → Reserved 
• Driver → View driver →Profile→ Ongoing reservation 

The reservation details include the Charging point name and address, location, reservation duration, and the start and remaining time. 

4. Ending an existing reservation 

The reservation automatically ends once the driver initiates the charging session. 

To end a reservation in Virta Hub:  

• Open the driver’s profile. 
• Locate the active reservation in the Ongoing reservation section. 
• Select “Stop reservation" and confirm. 
• The reservation will be terminated immediately. 

5. Accessing a log of previous reservations

To review a driver's historical reservation activity:

1. Open the driver's profile in Virta Hub.
2. Navigate to the Charging activity tab.
3. If a charging session is started via reservation, the information such as duration and charging tag used are visible in the charging session summary.

6. To verify station availability: 

• Open Virta Hub or the mobile app. 
• Navigate to the station’s page to view its status. 
• The interface will indicate whether the station is currently reserved or available for booking. 

7. Troubleshooting 

Here are some tips to address the most common problems: 

For Drivers 

Incorrect charging/RFID tag 

• Please make sure the charging/ RFID tag used at the charger matches the one assigned to the reservation. 
• If it doesn't, please update the driver’s RFID details or contact our support. 

Late arrival for reservation  

• Drivers should arrive within their reserved time. 
• If the reservation expires, simply book the next available slot.  

For Reservation Operators 

The station does not support reservations. 

Please verify whether the station model supports OCPP reservation commands. If you are unsure, please contact Virta Support to confirm.  

Incorrect Driver/RFID Selection 

• Please confirm the correct driver and RFID tag before finalising the reservation. 
• It's a good idea to encourage staff to validate driver details to avoid booking errors. 

8. FAQ 

1. What if the driver arrives late? 
If the driver arrives late, the reservation has already ended. The new reservation can be created instantly via Virta Hub.  

2. What if a non-fleet driver occupies the charger? 
Charging site communication is recommended. The feature reserves an extra 30 minutes before the start to ensure that any previous vehicle has left. 

3. Does Fleet Reservation work with all Virta chargers? 
Most of the charging stations are supported. The station model needs to support OCPP reservation commands. 

4. Is the App-based reservation start supported? 
Not yet, this is planned for a future enhancement. 

5. Can reservations be created for multiple vehicles at once? 
Yes. You can book an unlimited number of charging slots from the calendar; however, one charging station can only be reserved for one vehicle/driver at a specific time. 

6. What happens if a driver cancels or changes a trip? 
Reservation operator can instantly modify, reassign, or cancel the reservation in the Virta Hub to match new plans. 

7. Is the reservation visible to all drivers or only the assigned one? 
The assigned driver is notified, but all drivers can view reservation-related information in the app for awareness. 

8. Does the reservation guarantee that the charger will be available? 
The system digitally reserves the slot, but physical access depends on on-site behaviour. Clear signage and good communication help prevent blocking by other users. 

9. How does the system handle overlapping or conflicting reservations? 
Conflicts are automatically prevented, only available time slots can be booked, and real-time availability ensures no double-booking. 

That's it. You have now covered the value that Fleet Reservations add to your operations, including their requirements. You know how to initiate a reservation, cancel one, and keep track of past reservations. You can now optimise your fleet management and enhance your operational efficiency.