1. Purpose and users
Fleet Management is the workspace that keeps the transport asset base ready for work. It is used by fleet managers, fleet officers, compliance officers, operations teams, workshop teams, tracking officers, and management.
The module controls trucks, trailers, support assets, generators, driver-linked assignment context, asset documents, service schedules, workshop history, fuel history, incidents, tracking identity, and availability. A trip, nomination, checklist, fuel log, and job card all depend on clean fleet data.
2. Asset setup
The process starts by creating or maintaining asset records. An asset can be a truck, trailer, support unit, generator, or other operational equipment. The record stores fleet number, registration number, tracker registration number, branch, status, odometer, body type, capacity, trailer links, product categories, differential type, and operating notes.
Fleet users must keep the asset identity accurate because downstream modules use it directly. Operations uses the asset for trip allocation, Workshop uses it for job cards and service schedules, Fuel uses it for fuel logs and KPL checks, Tracking uses tracker identity, and Reports use it for utilisation and compliance summaries.
3. Trailer and driver assignment context
Trucks may have linked trailers and active driver assignments. This lets the system auto-fill operational context in trips and daily checklists. When a checklist or trip selects a truck, the app can show the attached trailer, assigned driver, and open trip reference.
The assignment context reduces manual errors. Users should still review the suggested driver and trailer before dispatch because the current assignment affects trip planning, nominations, compliance checks, and inspection records.
4. Documents and compliance
Fleet compliance depends on required documents, validity dates, asset status, and maintenance state. Documents such as insurance, inspection certificates, permits, logbooks, or other controlled evidence can be uploaded against the asset. Expired or missing documents can make an asset non-compliant.
Compliance is recalculated when documents, schedules, or workshop states change. Non-compliant trucks or trailers can block trip approval or dispatch. This means fleet users must treat document expiry management as part of daily dispatch readiness, not only as a filing task.
5. Maintenance and workshop linkage
Assets are linked to service schedules and job cards. A preventive schedule can make an asset due soon, due now, or overdue. A job card can move the asset into maintenance and block it from allocation until the work is released or closed.
This link protects dispatch. If Workshop opens a job card for a truck, Fleet and Operations see that the asset is not available. When the job is completed and active workshop work is cleared, the asset can return to active status and compliance is refreshed.
6. Allocation readiness
The system does not treat every truck or trailer as available. Allocation lists filter out assets with active trips, open truck nominations, open trailer nominations, maintenance status, inactive status, or other blocking conditions. This prevents double-booking and accidental dispatch of a unit already reserved elsewhere.
Fleet users can use asset history and allocation indicators to understand why a unit is unavailable. The reason may come from Operations, Workshop, compliance, or an active nomination. This makes Fleet a shared truth point for resource planning.
7. Asset history
The asset profile brings together important events from multiple modules. Users can review fuel issues, job cards, service schedules, incidents, documents, location snapshots, and other records tied to the asset.
This history helps teams investigate recurring problems. For example, high fuel consumption, repeated workshop defects, late service, or driver incidents can be reviewed from the asset context before management makes allocation or replacement decisions.
8. Reporting and daily use
Fleet reporting supports readiness, utilisation, document expiry, maintenance pressure, downtime, tracking visibility, and operational allocation. Management can use these reports to see which assets are ready, blocked, overdue, or frequently failing.
In daily use, Fleet starts with clean asset setup, keeps documents and odometers current, monitors compliance, coordinates with Workshop on maintenance holds, supports Operations with available assets, and ends with history and reporting for control decisions.