Fleet Management
The Fleet module manages your vehicles, drivers, regulatory documents, and maintenance records. It surfaces expiry alerts before they become compliance problems.
Vehicles
Go to Fleet → Vehicles (your administrator can rename this menu entry, e.g. to "Trucks", in Settings → System → Menu Labels; Search finds it by "vehicles", "fleet" or "trucks"). Register every truck and trailer in your fleet:
- Registration number (e.g. T 123 ABC)
- Type — Truck or Trailer
- Make and model (e.g. Scania R450, Volvo FH16)
- Owner — useful for tracking owner-operator units; shown in the card list, the vehicle detail header, and the table view
- Status — Available, Assigned, In Transit, In Maintenance, or Out of Service
- Vehicle photo (optional)
Vehicles are linked to trips, so the system knows which unit was on the road for each job. Each vehicle has a full-page card with Documents, Maintenance and Trips tabs.
Vehicle status
Every vehicle shows a status badge in the fleet list, table view, and detail page:
| Status | Meaning |
|---|---|
| Available | Ready to be assigned to a trip or driver |
| Assigned | Currently allocated to a driver or active trip |
| In Transit | Currently out on a dispatched trip — set and cleared automatically (see below), not meant to be set manually |
| In Maintenance | Off the road for service — not available for dispatch |
| Out of Service | Unavailable for an extended period (breakdown, deregistration, etc.) |
Vehicles without a status set (older records) default to Available. Update a vehicle's status from its edit form for the manual states — the change is reflected immediately across the fleet list, table view, and the driver assignment dropdowns below, so Operations can see availability before assigning a truck or trailer to a driver.
In Transit is automatic. When Operations dispatches a trip (see Logistics → Trips), the assigned truck and trailer (if one was picked) automatically switch to In Transit; when the trip is no longer In Transit (e.g. marked Completed), they automatically revert to Available — unless someone separately marked the vehicle In Maintenance or Out of Service while it was out, in which case that status is preserved instead of being overwritten. The other statuses, including Assigned, are only ever set by hand.
Dispatch is blocked for unfit vehicles. On the Dispatch Trip form, a truck or trailer marked In Maintenance or Out of Service, or with an expired compliance document, is still listed but greyed out with the reason and can't be picked. A trailer is optional on a trip.
Exporting to Excel
Click ⇩ Export to Excel to download the currently filtered/searched vehicle list as a formatted workbook — registration number, type, make, model, owner, status, assigned driver, and expiry dates for Insurance, Road License, LATRA, SUMATRA, and COMESA documents, plus overall compliance status.
Bulk archiving
Both the Fleet and Drivers lists support multi-select: a Select all checkbox sits above the list (works in the card/grid view and the table view alike), and checking any row surfaces a 🗑️ Delete Selected action bar. This archives every selected record in one confirmation — useful for cleaning up a bad bulk import (e.g. duplicate Reg Numbers from re-uploading a corrected file) without deleting records one at a time. Like the single-record delete button, this is a soft delete — archived vehicles/drivers disappear from the active list but aren't purged, and their Reg Number / License Number becomes available again for a fresh import.
Drivers
Driver records store:
- Full name and phone number
- License number and expiry date — the system alerts you 30 days before expiry, and a driver with an expired license can't be picked when dispatching a trip
- Current status: Active, On Trip, On Leave, Suspended — set on the driver's card; it isn't updated automatically by trips
- Assigned vehicle (truck and/or trailer)
- Profile photo and license copy upload
Exporting to Excel
Click ⇩ Export to Excel to download the currently filtered/searched driver list as a formatted workbook — name, license number, license expiry, compliance status, phone, status, assigned truck, and assigned trailer.
The Data Import tool's Drivers template has optional Truck / Trailer columns — fill them with a vehicle's Reg Number and the driver is auto-assigned on import. Import Fleet first so the lookup has vehicles to match against.
Document compliance
Each vehicle has its own document register. When adding a document you choose its type, issue and expiry dates, and can upload a scan or photo. The types you can pick are:
| Document | Regulatory body |
|---|---|
| Road License | — |
| Insurance | Insurance company |
| LATRA permit | Land Transport Regulatory Authority |
| Other | Any other permit or certificate (e.g. a COMESA Yellow Card) |
The fleet Excel export also has SUMATRA and COMESA expiry columns; since those two types can't currently be picked when adding a document, they stay blank unless such a document already exists.
Expiry alerts are surfaced on the dashboard and in the Notifications panel. A document shows as Expiring 30 days before its expiry date and Expired after it.
Maintenance records & the Workshop tab
Log maintenance work against a specific vehicle from its detail page, or from the standalone Fleet → Workshop tab, which lists every maintenance record across your whole fleet in one place — filterable by vehicle, type, and search, rather than one vehicle at a time. Both write to the same underlying records, so a record logged either way shows up in both places.
Each record captures:
- Date and description
- Type: Preventive, Repair, or Inspection
- Cost (in your base currency)
- Mileage at the time of service
- Linked vendor (e.g. Scania Service Center) — on the Workshop tab, picked from a searchable vendor list
Maintenance history gives you a full service record for each unit and helps identify high-cost vehicles.
Compliance checklist
Before dispatching a truck on a cross-border trip, use the vehicle document register to verify:
- Insurance is valid for the trip duration
- Road License is current
- COMESA Yellow Card covers the destination country (check the document record or scan — it isn't checked automatically)
- LATRA permit is valid
- Driver license has not expired
Permissions
| Permission | What it allows |
|---|---|
fleet.view | View vehicles, drivers, and documents |
fleet.manage | Add, edit, and delete fleet records — vehicles and drivers — plus upload documents. Also grants Workshop's log/edit action, same as workshop.manage |
workshop.view | View the Workshop tab and maintenance records |
workshop.manage | Log and edit maintenance records — independent of fleet.manage, so a role can be given Workshop access without full fleet-management rights |