Fleet back office
The fleet agenda lives in the app channel, where the drivers are. The back office works the same vehicles through the same services — nothing here is a second implementation: every rule (the odometer only moves forward, retire instead of delete, per-firm pick lists) holds identically, and every act lands on the same activity trail.
The register
The list shows the active vehicles of the organizations you work in — plate, type, fuel, the current driver and a deadline flag when something approaches or is overdue. Retired vehicles hide by default; one switch shows them too. The create form sits on the list: name, plate, type, fuel, VIN, year and the starting odometer.
The type and fuel pick lists are your firm's own — the first visit seeds them with sensible defaults, and the taxonomy back office edits them from then on. They are never shared between firms.
The vehicle file
The detail screen is the whole file of one vehicle:
- Identity — name, plate, VIN, year, type and fuel edit in place. The plate names one active vehicle at a time.
- Odometer — the clock advances with the records; the Correct odometer action fixes a typo and writes old → new into the trail.
- Driver — assign an employee, end an assignment; the history keeps every period, so the file always answers who had the car in March.
- Trips — recorded with origin, destination, purpose and readings; the start pre-fills from the last known reading, and a trip that overlaps its neighbours is refused.
- Fuel — purchases with litres, price and reading; the file shows the total spend and the tank-to-tank average consumption.
- Service — dated records with a kind from your firm's list, cost and the invoice scan attached straight onto the firm's Fleet shelf.
- Deadlines — tracked by date or by odometer, each with its warning window; completing one schedules the next occurrence when a repeat is set. The completed history stays on the file.
Retire hides a vehicle with history from every pick list and keeps its file readable; only a freshly created, empty vehicle deletes.
All deadlines
One screen queues every open deadline across the fleet, most urgent first — the page to open on Monday morning. Due and overdue rows also surface on the register itself, so the queue is never more than one click away.
Export for the accountant
The trip log of a vehicle downloads as CSV for any date range (the current month by default) — named by plate and range, ready for the mileage claim.
Permissions
The whole back office asks for Manage the fleet (manage_fleet) —
it is the office's door, not the drivers'. Drivers record trips and
fuel in the app channel with use_fleet. Everything is scoped to your
organizations; another firm's vehicle is unreachable on every route.