Vehicle Booking

Overview

In WAWG, vehicles can be booked and managed using our Google Workspace calendar service. We strongly encourage booking any vehicle usage or maintenance (plan or unplanned) to avoid conflicts or unexpected unavailability of vehicles. Instructions for booking and management can be found below.

Technical questions can be directed to it@wawg.cap.gov, and vehicle management questions can be directed to lgt@wawg.cap.gov

Option 1: Book Using Google Calendar

The best way to view vehicle information and availability is to use Google Calendar with your WAWG Account.

1. Go to calendar.google.com (or open your Google Calendar mobile app).

   1. Be sure you're logged in with your wawg.cap.gov account

2. Click + to Create an Event.

3. Add an event title and dates/times.

4. Select "Add Rooms"

   1. Browse and select the vehicles you need for your event.
      
      Vehicle availability, capacity, and other capabilities can be viewed.
      
      Exact vehicle location cannot be guaranteed. You may need to coordinate with the unit using their unit-vehicle-managers group to coordinate key locations, facility access, and current vehicle location.
      
      You will be notified if the event is declined due to conflict, and may need to reach out to the unit-vehicle-managers group to resolve any conflicts.

5. Add the trip destination in Location.

6. Add any other details you need to in Description.

7. Click "Save"

View and Subscribe to Vehicle Calendars

You can subscribe to and view vehicle calendars using your WAWG Google Calendar account at https://calendar.google.com/calendar/u/0/r/settings/browseresources

This will allow you to see all bookings at-a-glance, and to switch certain vehicle calendars on-and-off in your own calendar view.

Alternately, you can View Collected Vehicle Calendars

Vehicle Managers

Each vehicle's calendar will be set so that members with certain duty assignments can edit, decline, and deconflict bookings for vehicles assigned to their unit. Group and Wing level vehicle managers can manage any vehicle calendar within their echelon. Vehicle Managers will be able to see their membership in unit-vehicle-manager groups at groups.google.com > my groups

Events can be viewed and edited using the calendar links below (select an event >> more details), or by subscribing with your Google Calendar account using the instructions above.

Unit-Level Vehicle Managers

• Commander

• Deputy Commander

• Deputy Commander for Cadets

• Logistics Officer

• Transportation Officer

• Operations Officer

• Emergency Services Officer

Group-Level Vehicle Managers

• Commander

• Deputy Commander

• Logistics Officer

• Transportation Officer

• Operations Officer

• Emergency Services Officer

Wing-Level Vehicle Managers

• Commander

• Vice Commander

• Chief of Staff

• Director of Logistics

• Transportation Officer

• Director of Operations

• Director of Emergency Services

Receive Booking Notifications

Vehicle Managers Who have Subscribed to Vehicle Calendars can subscribe to notifications for any of the following events:

• New events

• Changed events

• Canceled events

• Event responses

• Daily Agenda

Instructions to set up Notifications

Option 2: Book With Link