Reserve a Vehicle

Owned by Will Mack
Last updated: Jun 18, 2024
4 min read

Here are the steps and best practices for reserving a vehicle at NCSSM-Durham. If you want to reserve a vehicle at NCSSM-Morganton, see the article on Inspace. For more information about vehicles including using gas cards for fuel, what to do in an accident and full vehicle descriptions, see the vehicles use website.

Summary Videos

Viewing Room or Vehicle Calendars

Reserve a Vehicle with Google Calendar

Vehicle Reservation Best Practices

  1. It’s best to reserve vehicles at least 2 weeks in advance.

  2. Please use your work calendar to reserve vehicles. Don't use a shared calendar to reserve a vehicle.

  3. Please add your name to the title and destination to the location field.

  4. Please look at your reservation after you book it as a final check. Make sure you don’t have a line through the vehicle as shown on the left below. The vehicle should also show under the time right on your calendar. If you don’t see anything, this is an indication your vehicle is not reserved.

Vehicle Not Reserved
VehicleReserved3.jpg
Vehicle Properly Reserved

Steps to Reserve a Vehicle

To see which vehicles are available far in advance of bookings, watch this video on seeing when resources are available or see this See When Rooms or Vehicles Are Available.

  1. Navigate to Calendar, using the app selection menu at the top-right while in any Google app (such as Gmail or Drive) or select Resource Reservations from the Employee Portal.

  2. Click the Create button on the top-left or click and drag on the timeframe you would like to schedule your vehicle.

     

  3. Add your name to the title field.

  4. On the event creation screen, click Add rooms or location.

  5. Type VE in the search bar to see all of the vehicles noting which campus it is under (DUR-VE or MOR-VE) or select Browse All Rooms and Resources.

  6. (Optional) If you selected Browse All Rooms and Resources, click DUR-VE or MOR-VE.

  7. Put a checkmark beside the vehicle you want to reserve. Note: The number of passengers includes the driver (e.g. a 12-passenger van has seats for 11 people other than the driver).  

Do not select a vehicle with a line through it (e.g. Van 12-1). It is not available at that date and time.

  1. (Optional) If you selected Browse All Rooms and Resources, click the back arrow to return to your event settings.

  2. Add your destination to the Add location field of your event.

  3. Click Save. Note: If you need to remove this reservation, you can click the X to the right of it.

How to Retrieve Your Vehicle