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Fleet and drivers

What this screen is for

Fleet and drivers is where you keep the records your operation runs on: the depots that vehicles and drivers belong to, the vehicles, the drivers and their documents, and the pre-trip checklist drivers complete in the Driver app. Planning, dispatch and safety all read these records, so what you enter here decides who and what can be assigned to work.

Who can see it

Organisation staff signed in to the Control Tower. This screen does not have a separate permission of its own.

Where to find it

In the left-hand menu, under MASTER DATA, select Fleet & drivers.

What you see

Four tabs at the top, each with a count: Depots, Vehicles, Drivers and Checklist Templates. The Vehicles tab opens first. Each tab has a button at the top right to add a record (New depot, New vehicle, New driver, New checklist item) and a table with View, Edit and Delete on every row.

Depots tab

DEPOT (name and code), TYPE (Distribution Centre, Warehouse, Hub or Yard), ADDRESS (and geo-code), OPERATING HOURS, FLEET (how many vehicles and drivers belong to it), STATUS (Active or Inactive) and ACTIONS.

Vehicles tab

  • VEHICLE – plate and name.
  • TYPE / DEPOT.
  • CAPACITY.
  • STATUS – two chips. The first is the live status: On Trip, Idle or Maintenance. The second is the master status, which you set: Available, Under Maintenance or Repaired.
  • ASSIGNED DRIVER.
  • INSPECTION – OK, Due or Overdue from the last pre-trip check, so a fleet manager sees it where they look at vehicles. Dispatch uses the same rule.
  • UTILIZATION / SERVICE – a bar and the date of the next service.
  • ACTIONS – View, Availability, Edit, Delete.

Drivers tab

  • DRIVER – name and driver ID.
  • STATUS – two chips. The first is the live status: On Trip, Available or Off Duty. The second is the employment status you set: Active, Inactive, On Leave or Suspended.
  • LICENSE EXPIRY – taken from the driver's Driving License document, with a warning mark when it expires soon. It reads No licence on file in red until that document is added; you cannot type the date here.
  • TRIPS MTD – trips this month.
  • SAFETY SCORE – a bar and the number; green at 93 or more, light green from 88, amber below.
  • DEPOT.
  • ACTIONS – View, Availability, Documents, Edit, Delete.

Checklist Templates tab

The items drivers tick off in the Driver app before a trip: CHECKLIST ITEM (label and code), DESCRIPTION, CATEGORY (Exterior, Cab, Load or Fluids), RESPONSE TYPE (Yes / No, Numeric or Text), MANDATORY, VEHICLE TYPE ("All types" or one), ACTIVE and ACTIONS (View, Edit, Delete).

What you can do

Add a record. Select the New ... button, fill in the pop-up and select its save button. The pop-up shows the reason if a save is refused.

Look at a record. Select View. The pop-up is read-only.

Change a record. Select Edit, change it and select Save changes.

Set when a vehicle or driver can work. Select Availability on a vehicle or driver (see the Availability popups below).

Manage a driver's documents. Select Documents on a driver. A new driver is created from their personal details alone; add their Driving License document afterwards, because a driver with no licence on file cannot be planned onto a route.

Remove a record. Select Delete, then confirm with Remove in the prompt. The prompt may tell you why it cannot be done:

  • A depot with vehicles or drivers still assigned to it must have them reassigned first.
  • A vehicle or driver who is On trip cannot be removed until the trip ends.
  • Removing a driver also removes their documents; unassign them from any vehicle first.
  • Removing a vehicle removes its availability schedule.
  • Removing a checklist item does not change past inspections, which keep their own copy of the item's label and category.

Popups and panels

Depot details

Read-only view of a depot, with sections IDENTIFICATION, CONTACT, LOCATION and ASSIGNED (how many vehicles and drivers belong to it). Select the ? in the header for help.

Depot editor

Select the ? in the header for help. Fields: Depot name, Depot code, Depot type, Address, Geo-Code (latitude, longitude), Operating hours, Contact person, Contact number and Email. A name and a code are required.

Vehicle details

Read-only view of a vehicle. Select the ? in the header for help. Sections: IDENTIFICATION, VEHICLE (make, model, year, master status, ownership), CAPACITY, OPERATIONS (live status, assigned driver, next service), INSPECTION (status and when last inspected), and the vehicle's availability, split into the standing weekly schedule and exceptions.

Vehicle editor

Select the ? in the header for help. Fields: Vehicle ID / Reg. No (the plate, which you can correct if a vehicle is re-plated), Vehicle name, Vehicle type (the same list customers order against), Depot, Make, Model, Year, Weight, Weight UOM, Volume, Volume UOM (UOM means unit of measure), Status (the master status) and Ownership (Own fleet or Third-party carrier). A registration number is required. The live On Trip / Idle / Maintenance status is not set here; it follows what dispatch is doing.

Vehicle availability

Sets when the vehicle can be given work. Select the ? in the header for help.

  • A day picker at the top shows what is set for a chosen day.
  • STANDING SCHEDULE lists the repeating weekly windows; EXCEPTIONS / HOLIDAYS lists one-off dated windows. Each has Edit and Remove.
  • The form at the bottom adds a window (Add a window) or corrects one (Edit window; select Cancel edit to stop). Choose Weekly schedule or Exception / holiday, then Day or Date, From, To and Availability status (Available, Unavailable or Maintenance). A reason is optional for Available and required for the other two.
  • Close leaves the pop-up.

Driver details

Read-only view of a driver. Select the ? in the header for help. Sections: PERSONAL (names, date of birth, gender, nationality), CONTACT (mobile number, email, emergency contact, app language), WHERE THEY LIVE (country of residence and address), EMPLOYMENT (driver ID and depot), OPERATIONS (live status, employment status, trips this month), the driver's documents, and their availability. The licence has no section of its own: it is the Driving License document in the list.

Driver editor

Select the ? in the header for help. This is the same record the driver sees under Your details in the Driver app, so whatever you save here is what the driver sees, and the other way round. Fields marked with an asterisk are required.

  • Personal – First name *, Middle name, Last name *, Preferred name (what dispatchers and customers call them), Date of birth * (the driver must be between 18 and 90), Gender and Nationality *. The full name shown on boards and orders is built from the three name parts; you do not type it.
  • Contact – Mobile number * (with the country code; the driver signs in to the app with it), Email *, Emergency contact name, Emergency contact number and App language.
  • Where they live – Country of residence *, City, Address line 1 *, Address line 2, Region / municipality and Postal code.
  • Employment – Driver ID / Employee ID (unique within your organisation; a second driver with the same ID is refused and the message names who holds it), Assigned depot and Status (the employment status).

Nationality, Country of residence and the document Issuing country list the countries your organisation operates in; App language lists the world's languages; Gender is Male or Female. If you change a driver's mobile number or email, the change also applies to the number and email they sign in with. It is refused if the new number already belongs to another driver's sign-in.

There is no licence field here. Add the Driving License under Documents.

Driver availability

Works like vehicle availability, but for the driver. Select the ? in the header for help. The statuses are Available, Unavailable and Rest (a required break inside a working day). The planner will not roster a driver outside these hours.

Driver documents

Keeps the driver's paperwork, one record shared with the Driver app: a document you add here appears in the driver's app, and one the driver uploads appears here. Select the ? in the header for help. Each document in the list shows its type, number, expiry and a status chip: Pending verification, Valid, Expiring soon, Expired or Rejected (see Statuses and stages). A document that has been renewed shows its version, for example v2.

Select Add document to add one, or Edit on a document to correct it. Fields:

  • Document type – Driving License, National ID, Passport, Residence Permit, Work Permit, Driver Permit or Other. It cannot be changed on an existing document; delete it and add the right one.
  • Document number, Issue date, Expiry date, Issuing country and Issuing authority – an asterisk marks the ones the chosen type requires, the same rules the driver is held to in the app.
  • Document file – upload the scan or photo. When you edit a document, picking a file replaces the pages on file; leave it empty to keep them.
  • Verification status – Pending, Verified or Rejected. Rejected needs a Rejection reason, which the driver sees in the app, so say what to fix.

Adding a second document of a type the driver already holds is a renewal: it becomes the new version. Deleting the current version brings the previous one back into force.

The licence expiry comes from here. The expiry date on the Driving License document is what the LICENSE EXPIRY column, Safety and compliance, planning and dispatch read. The latest Verified licence counts, so a renewal still under review does not take away the licence in force. A driver with no licence on file, or an expired one, cannot be planned onto a route.

Checklist item details

Read-only view of a checklist item, with sections ITEM and RESPONSE. Select the ? in the header for help.

Checklist item editor

Select the ? in the header for help. Fields: Code (short and unique; cannot be changed later), Checklist item (the label drivers see), Description, Category, Response type, Applicable vehicle type (leave as all vehicle types unless the check is specific to one body type), Sequence (the order in which items appear), and the Mandatory and Active ticks.

Tips

  • There are two statuses on a vehicle or driver, and both matter. The live status says what is happening now; the master or employment status is the one you control.
  • Removal was refused. Read the message that appears; it names what must be reassigned or finished first.
  • A driver's licence date is missing or wrong. The date is read from the Driving License document. Open Documents for that driver, add or correct the document, and the date follows.
  • A driver cannot be planned. Check that they have a Driving License document that has not expired.
  • A driver cannot sign in to the Driver app. Check that their Mobile number is the one they use.