Budgets & dealer network

Alongside claims, Fleetlane runs an annual allocation cycle. Head office plans vehicle volumes, distributes them across the dealer network, and dealers refine their share before each production cut-off. The same dealer network also sets who can reach which records in Fleetlane. This page covers both.

The allocation cycle

The Budgets menu shows different items depending on the user’s role:

Menu item	Used by	Purpose
Allocation Setup	Head office	Fiscal calendar and worksheet attributes for the year
OEM Allocation	Head office	The plan by model, specification and fiscal month
Dealer Distribution	Head office	Dividing the plan across dealerships
Dealer Allocations	Head office	Looking at dealers’ refined worksheets
My Allocation	Dealers	Refining the dealership’s own allotment

Each step builds on a finalised version of the step before, so everyone works from the same numbers.

flowchart LR
  S["Allocation setup<br/>calendar and attributes, locked"] --> O["OEM allocation<br/>versioned, finalised"]
  O --> D["Dealer distribution<br/>matches the OEM plan, finalised"]
  D --> M["My allocation<br/>dealers refine the mix"]
  M -->|cut-off per attribute| F["Totals frozen"]

Allocation setup

Under Budgets › Allocation Setup you define the allocation year:

• Fiscal calendar: the start month and day of the year.
• Allocation attributes: the specification dimensions that worksheets are broken down by, such as colour or variant. Each attribute has a code, a label, a type (a list of allowed values, or free text), a required flag, and cutoff days.

When the year is set up, Lock configuration freezes the calendar and attributes so the worksheets built on them stay consistent.

OEM allocation

Budgets › OEM Allocation is the head office plan: quantities per vehicle model, per combination of attribute values, per fiscal month.

• Versions. Each version starts empty or as a clone of an existing one. Versions are numbered and keep a link to the version they were cloned from.
• Validation. Every save checks the worksheet: unknown models, invalid months or quantities, attribute values that are not allowed, duplicate lines. Findings are shown as errors or warnings against the version, row or cell they relate to. Errors must be fixed before the version is saved.
• Finalising. A finalised version is fixed. Further changes go into a new version.

Dealer distribution

Budgets › Dealer Distribution divides a finalised OEM version across the whole dealer network, by dealership, model, attribute values and month.

• Distribution versions start empty or as a clone, like OEM versions. They can only be based on a finalised OEM version for the same year.
• Worksheets can be exported to CSV and imported back, so planners can work in a spreadsheet. Imported rows are validated, and any problems are reported against the CSV row and column.
• The distribution must add up to the OEM plan it came from. A mismatch is reported as an error.
• Finalising a distribution requires approval rights. Once finalised, dealers can see it.

Dealer refinement

Dealers open Budgets › My Allocation to see their current allotment from the finalised distribution and to refine it in the specification worksheet.

• Refining. Dealers split an allotted row across attribute values, for example spreading a model’s monthly quantity across colours. Worksheets can also be exported to and imported from CSV.
• Totals are fixed. A dealer’s worksheet must add up to what they were allotted. Refinement changes the mix, not the volume.
• Cut-offs. Each attribute’s cutoff days decide when it locks for each fiscal month. After the cut-off, totals for that attribute are frozen, and a worksheet that changes them is rejected.

Head office can open any dealership’s refined worksheet from Budgets › Dealer Allocations. This helps with support and with passing volumes on to production.

Dealerships, users and invitations

Dealerships, users and invitations are managed under Dealerships, which is also reached through Settings › Users & Roles. The page lists them in three tables.

Dealerships. Each dealership has a code and a name and can be linked to its business partner record. Users with the right permission can update their own dealership’s profile: phone, email, website and address.

Roles and scope. Every role is either head office or dealer scope. A head office role applies across the whole network. A dealer role is granted for a specific dealership. One person can hold several assignments, for example roles at two dealerships, and each has its own validity period.

Invitations. Access is by invitation. An invitation names the person, their role, the dealership or dealerships, and optionally a valid-from and valid-to date. Pending invitations can be revoked. Existing assignments can be edited or removed.

WorkOS sends the invitation email, and the invited person accepts it on Fleetlane’s own sign-in screens. An existing identity in the same provider environment can be linked to this workspace without replacing its credentials. Shared identity does not grant Fleetlane roles or dealership scope. See sign-in and workspace access for membership, recovery and authentication email guidance.

Delegated administration. Head office administrators can assign any role. Dealership administrators with user-management rights can invite users and assign dealer roles, but only within their own dealership. A dealer can run their own team without head office handling every new hire, and cannot give anyone access beyond their dealership.

What each role can then do on claims, vehicles and budgets is covered in Access & field control.