Fleet Management is the module for the vehicles and equipment your organization runs and the people who drive them. It keeps one register of vehicles (cars, trucks, forklifts, generators and so on), records their meter readings, tracks who is driving what, lets drivers run inspections from a phone, turns failed inspection items into issues that someone has to deal with, plans routine servicing, reminds you before documents expire and adds up what each vehicle costs.
What you can do
- Register vehicles and equipment, record odometer and engine-hour readings, change a vehicle's status and record its sale or disposal. See Vehicles.
- Register drivers, link them to an HR employee and to a login, and assign them to vehicles. See Drivers.
- Build inspection checklists and carry out inspections on a phone, with photos and a signature. See Inspections.
- Track faults on a vehicle, from a failed inspection item or reported by hand, and hold a vehicle with a critical defect. See Issues.
- Give drivers one simple page for their own vehicles. See My Fleet.
- Print a QR label for a vehicle or driver so that scanning it opens the record. See QR labels.
- Set up service programmes (every 10,000 km, 250 hours or 6 months, whichever comes first), see what is due soon or overdue and raise a Maintenance work order for it. See Service.
- Track the documents that expire on vehicles and drivers, renew them, see them on a calendar and get reminders. See Renewals.
- Record costs, see the costs that work orders and renewals post for you, and read cost per kilometre or hour and the total cost of ownership. See Costs.
- See the state of the whole fleet at a glance. See Fleet overview.
- Run the cost summary, service due and renewals and compliance reports. See Fleet reports.
- Record the fuel your vehicles take, with quotas, checks and fuel reports. This is a separate module that needs Fleet, see Fuel Management.
Before you start
- Enable the module. Fleet Management must be enabled for your organization.
- Review the Fleet settings. An Owner or Admin opens Settings › Module settings and, in the Fleet card, selects Fleet settings. Decide who enters records (staff or drivers), the distance unit, what happens when a critical inspection item fails, and how a meter reading is checked. See Fleet settings.
- Check the lists. The first time anyone opens a Fleet screen, your organization gets ready-made vehicle types, renewal types and cost categories, plus one inspection checklist, Daily pre-trip check. Vehicle groups start empty. Rename, add or archive them under Fleet lists in the same card. A vehicle's type decides whether it is tracked by distance, engine hours, both or neither, so check the types before you register vehicles.
- Check the inspection templates. Open Fleet settings and select Edit inspection templates to adjust the checklist or add one for a type of vehicle.
- Register the vehicles and drivers, then assign drivers to vehicles. Vehicles can also be brought in from a file, see Import vehicles from a CSV file.
- If drivers enter their own records, link each driver to their login (see Drivers) and give those users permissions that let them use My Fleet. The quickest way is the Create Drivers permission group button, see The Drivers permission group.
- Set up service programmes and renewals. Add the service programmes for your vehicles and record each vehicle's and driver's renewals. Choose the Fleet managers who receive reminders in Fleet settings.
- To raise repairs from Fleet, the people who do so also need permission to create work orders in Maintenance.
Permissions
In an organization that uses permission groups, Fleet Management has nine rows in the matrix. Owners and Admins have every permission, and in an organization with no active permission groups every member has full access.
| Row | Permissions offered | What they open |
|---|---|---|
| Overview | View all | The Fleet overview page. Each card on it also needs the permission for what it counts. |
| Vehicles | Create, View (all or own), Edit (all or own), Delete (all or own) | The vehicle list and profile; New vehicle and Import; the edit form and the actions that change a vehicle (assign a driver, add a reading, upload documents). |
| Drivers | Create, View (all or own), Edit (all or own), Delete (all or own) | The driver list and profile; New driver; the edit form, documents and QR label. |
| Inspections | Create, View (all or own), Edit (all or own) | The inspection list and profile; New inspection; Void. |
| Issues | Create, View (all or own), Edit (all or own), Delete (all or own) | The issue list and profile; Report issue; changing an issue's status and editing it. |
| Service | Create, View (all or own), Edit (all or own), Delete (all or own) | The Service screen; New programme; editing a programme, Set last done and Create work order; deleting a programme. Also the Service due report. |
| Renewals | Create, View (all or own), Edit (all or own), Delete (all or own) | The Renewals list and calendar; Add renewal and Renew; editing a renewal. Also the Renewals and compliance report. |
| Costs | Create, View all, Edit all, Delete all | The Costs list and summary; Add cost; editing and deleting manual costs; the Costs tab and total cost of ownership on a vehicle. Also the Vehicle cost summary report. |
| My Fleet | View all | The My Fleet page. Reading entry on My Fleet also needs a vehicle assigned to you. |
"Own" means records you created, plus: for a vehicle, the vehicle you are currently the driver of and a vehicle you manage; for a driver, your own driver record; for an inspection, one you carried out as the driver; for an issue, one assigned to you or reported by you.
Four more permissions sit under Vehicles as separate ticks. Each of the first three also needs Vehicles › Edit on that vehicle (or driver, for QR labels).
| Permission | What it allows |
|---|---|
| Take out of / return to service | Change a vehicle's status between Active and Out of service, including returning a vehicle that has a critical defect. |
| Dispose of a vehicle | Record a vehicle as Sold or Disposed. |
| Issue and revoke QR labels | Issue a new QR label for a vehicle or a driver, which replaces the old one. |
| Review flagged meter readings | Accept or void a meter reading that was held for review. |
Notes on the matrix:
- Delete is offered for Vehicles, Drivers and Issues, but no screen has a delete control for them. A vehicle that has been used is disposed of, and a driver who is no longer driving is marked Inactive.
- Delete for Service and Costs works from the screens (a programme or a manual cost). For Renewals it is offered, but the screen has no delete control yet.
- Create work order (from an issue or a due service) also needs Maintenance › Work Orders › Create, because the work order belongs to Maintenance.
- Reports: the Fleet reports page opens with any Fleet permission, and each report needs the View permission of its row. See Fleet reports.
- To raise an issue or run an inspection for a vehicle you also need to be able to see that vehicle (Vehicles › View).
- Fleet settings and Fleet lists are for Owners and Admins only, whatever the permission groups say.
The Drivers permission group
Owners and Admins can set up a ready-made permission group for drivers. Open Settings › Module settings, select Fleet settings in the Fleet card and select Create Drivers permission group. A toast says "Drivers permission group is ready. Add your drivers to it under Settings > Permissions."
The button creates a permission group called Drivers with just what a driver needs:
- My Fleet: view.
- Vehicles: view (own), so a driver sees the vehicle they drive.
- Drivers: view (own), so a driver sees their own record.
- Inspections: create, and view (own).
- Issues: create, and view (own).
- Fuel, when your organization has Fuel Management: My Fuel view, Fills create and view (own), and Fuel Requests create and view (own).
It grants none of the special permissions and nothing for Service, Renewals, Costs or the overview. The group is created empty of people: add your drivers to it under Settings › Permissions. Selecting the button again does not make a second group. It sets the Drivers group's permissions back to exactly the list above (with the Fuel lines only while Fuel Management is available to the organization), so any ticks you added to it are removed, while its members and on/off state are kept.
Notifications
Fleet Management sends three notifications. You choose how each reaches you (in the app, email, push) under Settings › Notifications; see Preferences.
| Notification | Sent to | When |
|---|---|---|
| A vehicle has a critical defect | The Fleet managers in Fleet settings and the vehicle's manager. | At once, when a vehicle first gets a critical defect. It is required, so it cannot be switched off. |
| A vehicle or driver document is due for renewal | The Fleet managers, the vehicle's manager and, for a driver renewal, the driver. | By the nightly run, on the reminder days before expiry and once after it expires. See Renewals. |
| A vehicle service became due soon or overdue | The Fleet managers and the manager of the vehicle. | By the nightly run, once for each service that newly becomes due soon or overdue. See Service. |
Business units
When your organization uses business units, vehicles and drivers have a Business unit field and column, and inspections and issues take the business unit of their vehicle. The lists can be filtered by business unit. Without business units nothing changes.
Number formats
Distances, hours and amounts follow the organization's number settings.
Current limitations
These are planned, but not part of this release:
- GPS and live tracking. There is no live map or trip history. Meter readings are entered by people.
- Fuel. Fuel fills, quotas and fuel reports belong to Fuel Management, a separate module that needs Fleet. A fill there adds a Fuel cost and a meter reading to the vehicle. Fuel cannot be recorded automatically from a pump or card.
- Tyres, accidents and fines. There are no tyre, accident, fine or toll records. Record their cost as a manual cost in the meantime.
- Pool-vehicle booking and trip dispatch.
- Finance posting. Fleet costs are not posted to Finance.
- Custom fields on vehicles and drivers.
- Vehicles, drivers and renewals cannot be deleted from the screens.
- A QR label cannot be withdrawn without issuing a new one.
- The old Monitor, Fleet and trip replay screens, and the old trip reports, were removed. Vehicle and driver records kept in the previous version were not carried across, so register them again or use the vehicle import.