Manage vehicles

Fleet lists every vehicle with its driver, current route, status and next maintenance. Dispatchers can look at vehicles and start a route from one. Adding and editing vehicles, drivers, maintenance and documents needs the Admin or Operations manager role; deleting a vehicle needs Admin.

Find a vehicle

1. In the sidebar, click Fleet.
2. Search, or filter with All statuses, All types, All depots and All maintenance. Export downloads the list.
3. Click a vehicle to open it. The row's ⋯ menu also has Assign route, which opens Plan a route with this vehicle picked.

Read a vehicle's page

The General tab shows:

• Current assignment: route, next stop and ETA. Click View full route to open it.
• Vehicle information, Photos, Assigned drivers, Availability & status and Capacity usage (the load on board now).
• Maintenance history with the last and next service and the current mileage.
• Compliance documents: insurance, registration, inspection, permit and emissions papers with their expiry dates.

The other tabs are Inspections (the drivers' pre-shift checks and open defects), Mileage & costs (cost per km, odometer log and expenses), Time clock history (shifts driven in this vehicle) and Usage (who holds it and every hold).

Add or edit a vehicle

Admin or Operations manager.

1. Click Add vehicle, or Edit vehicle on a vehicle's page.
2. Fill in Vehicle information (at least Registration number, Vehicle type, Manufacturer, Model and Year), Capacity & specifications (the Maximum weight sets the capacity the route planner checks), Assignment (Home depot, Assigned driver, Operating status) and Compliance & documents (expiry dates, mileage, next service).
3. Click Add vehicle, or Save draft if you only have the type, manufacturer and model. A draft can't go on a route until you open it, click Complete draft and then Save & activate.

Assign the driver and change the status

Admin or Operations manager.

• In the ⋯ menu, click Assign driver or Change driver, pick the driver and click Assign driver. If the driver already has another vehicle, click Reassign anyway to move them. Unassign driver sends ready routes of this vehicle back to planned.
• Click the status chip next to the vehicle ID and choose In service, In maintenance or Out of service. Give a Reason and, if you know it, Expected back (optional). The route planner won't let you mark a route ready with a vehicle that is not in service.

See who is driving a vehicle and release it

One driver holds a vehicle at a time; while they do, an In use by badge with their name shows in the vehicle's header.

1. Open the vehicle and click the Usage tab.
2. Read In use by name and since when they picked it, or Free — no driver holds this vehicle.
3. Pick 7 days, 30 days or 90 days, or All drivers to narrow to one. The stat cards, the Drivers card and the Sessions table follow.
4. To free the vehicle (Admin or Operations manager), click Release, then Release in the dialog. If the driver is clocked in on it, Force end their shift first.

Keep maintenance and documents current

Admin or Operations manager.

1. In Maintenance history, click Add record after a service. Click Service plan to set a service every so many km or days; you then get a reminder 14 days or 1,000 km before it is due.
2. In Compliance documents, click Add document. Use the row buttons to renew (a new version), edit, ask the driver for the renewed document or delete it.
3. On the Inspections tab, click Sign off on an open defect once it is fixed, write What was done and tick Create a maintenance record if it was a repair.
4. On Mileage & costs, click Add expense for fuel, tolls, parking or repairs.