Fleet — User Guide

Recommended roles:

• Fleet Admin
• Owns settings, vehicles master data, status rules, and governance.
• Dispatcher / Fleet Coordinator
• Assigns vehicles, schedules maintenance, updates statuses.
• Driver / Operator
• Records fuel entries, usage notes, and completion updates (if enabled).
• Maintenance Supervisor
• Logs maintenance, tracks outcomes and costs (if used).
• Manager / Finance Viewer
• Reviews cost reports, utilization, and renewal compliance.

Best practice:

• Restrict who can mark vehicles “out of service” or “sold/retired”.

### 1) Vehicle master data

• Create vehicles with:
• plate, VIN/serial
• make/model/year
• status (active / in shop / out of service)
• Attach required documents (registration, insurance, inspection).

### 2) Driver setup and assignment policy

• Create driver records (if used).
• Define assignment policy:
• one driver per vehicle vs pooled usage
• evidence for handover (notes, meter reading)
• assignment start/end rules.

### 3) Maintenance logging policy

• Decide:
• preventive maintenance frequency
• required fields (date, provider, notes, cost)
• who can create/close maintenance events.

### 4) Fuel logging policy

• Decide:
• required fields (date, amount, cost, meter reading)
• who can enter fuel records
• how to handle missing entries (weekly review).

### 5) Compliance / renewals tracking

• Define which dates you track:
• insurance expiry
• inspection expiry
• license expiry (if used)
• Assign one owner responsible for renewals.

### Workflow 1: Add a vehicle

1. Create vehicle record
2. Set identifiers (plate/VIN) and basic fields
3. Attach documents
4. Mark status active
5. Verify it appears in vehicles list

### Workflow 2: Assign a vehicle to a driver

1. Open vehicle record
2. Assign driver (or department)
3. Record:

• start date
• handover notes
• meter reading (if used)

1. Confirm assignment history is updated

### Workflow 3: Log maintenance

1. Mark vehicle status “in shop/maintenance”
2. Create maintenance log entry
3. Attach service report if available
4. Enter cost fields (if used)
5. Mark maintenance completed and return status to active

### Workflow 4: Log fuel entries

1. Open fuel entries
2. Add entry:

• date
• amount and cost
• meter reading (recommended)

1. Review fuel summary monthly for anomalies

### Workflow 5: Monthly fleet cost review

1. Review fuel summary
2. Review maintenance costs by vehicle
3. Identify high-cost vehicles and root causes
4. Plan preventive actions (maintenance schedule, replacement decisions)
5. Publish monthly summary for management

Common fleet reports:

• Operating cost summary
• Fuel summary / consumption (where used)
• Maintenance report
• Vehicle utilization summary (where used)
• Renewal reminders and upcoming expirations
• Status change history

Recommended cadence:

• Weekly: renewals + vehicles in maintenance
• Monthly: cost + utilization review

### Vehicles don’t show correct status

• Ensure staff update status during maintenance events.
• Restrict status edits to coordinator/admin roles.

### Fuel entries are missing or inconsistent

• Enforce required fields (meter reading).
• Add a weekly “missing fuel entries” review.
• Train drivers on a consistent entry process.

### Renewals are missed

• Assign one owner for renewals.
• Review reminders weekly.
• Require document attachment updates after renewal completion.