Fleet Management

Section: Asset Management
URL: /admin/fleet

Overview

Fleet Management is the central hub for every aspect of a vehicle-based operation. It covers the full lifecycle of each vehicle — from registration and driver assignment, through fuel and maintenance tracking, to insurance, inspections, work orders, bookings, and financial reporting. All sub-modules share a common permission model (fleet_vehicle, fleet_driver, fleet_setting, etc.) and integrate with the CRM's client, invoice, and expense engines.

Business value

• Who uses it: Fleet manager, operations supervisor, drivers, finance team, HR (for driver documents)
• Key benefit: Reduces fleet operating cost by surfacing fuel anomalies, maintenance gaps, expiring insurance policies, and driver behaviour patterns — all in one place.
• Metrics it influences: Cost-per-km, vehicle availability %, accident frequency, fuel efficiency, maintenance compliance rate

Typical use cases:

• End-to-end vehicle cost tracking (fuel + maintenance + insurance + work orders)
• Driver assignment, license renewal, and document expiry alerts
• Client-facing vehicle bookings with automatic invoice generation
• Garage and maintenance team scheduling
• Regulatory inspection management and audit trails

Module map

Vehicles

URL: /admin/fleet/vehicles
Permission: fleet_vehicle

The vehicle register is the master record for every asset in the fleet. Each vehicle card stores make, model, year, registration plate, VIN, mileage, fuel type, group, type, and current status. From the detail view (/admin/fleet/vehicle_detail/{id}) you can see the full history of assignments, fuel logs, maintenances, inspections, and documents attached to that vehicle.

Key fields: Registration plate, VIN, odometer, fuel type, vehicle group, vehicle type, purchase date, purchase value, current status (active / inactive / under repair / retired).

Key actions:

1. Add a vehicle — click Add Vehicle, fill in registration details, assign a group and type, and save.
2. View vehicle detail — click a row to open the full detail card with tabs for assignments, fuel, maintenance, documents, and history.
3. Attach documents — upload registration certificates, ownership documents, or photos from the Vehicle Documents tab.
4. Change status — update the vehicle status to reflect availability (e.g., mark as Under Repair when a work order is open).
5. Assign to driver — use the Vehicle Assignment panel inside the detail view to link the vehicle to a driver for a date range.
6. Filter by group or type — use the column filters in the list view to narrow down by vehicle group or type.

Drivers

URL: /admin/fleet/drivers
Permission: fleet_driver

The driver registry stores personal data, contact information, license details, and all documents required for compliance (license copies, medical certificates, contracts). The driver detail view (/admin/fleet/driver_detail/{id}) provides a timeline of vehicle assignments, performance records, benefit/penalty history, and expiring document alerts.

Key fields: Full name, date of birth, license number, license expiry date, license categories, contact details, emergency contact, employment status.

Key actions:

1. Add a driver — enter personal and license data; set the employment start date.
2. Upload documents — attach license copies, medical certificates, and contracts via Driver Documents; set an expiry date to receive renewal alerts.
3. View assignment history — see which vehicles the driver has been assigned to and for which periods.
4. Link to performance records — navigate to Work Performances filtered by driver.
5. Review benefit and penalty history — see all bonuses and deductions associated with the driver.
6. Filter by status or license category — use column filters to find drivers available for assignment.

Bookings

URL: /admin/fleet/bookings
Permission: fleet_booking

Bookings manage client vehicle reservations — linking a specific vehicle to a client for a defined period. Each booking tracks pick-up and return dates, mileage, booking status (pending, confirmed, active, completed, cancelled), and financial data. A confirmed booking can be converted directly into a CRM invoice.

Key fields: Vehicle, client, pick-up date, return date, driver, starting odometer, ending odometer, rental rate, total amount, status.

Key actions:

1. Create a booking — select vehicle, client, and date range; set the rate and assign a driver.
2. Confirm or reject — change status to Confirmed or Cancelled from the booking detail view.
3. Mark as active / completed — use the quick-status buttons as the vehicle leaves and returns.
4. Generate invoice — click Create Invoice from the booking detail to push a draft invoice into the CRM billing module.
5. Update booking info — edit mileage or return date if the client extends or modifies the reservation.
6. Filter by status or date range — narrow the list to open, upcoming, or overdue bookings.

Work Orders

URL: /admin/fleet/work_orders
Permission: fleet_work_order

Work orders track repair and service jobs — whether performed in-house or outsourced to a garage. Each work order is linked to a vehicle, optionally to a garage, and can include parts consumed and labour costs. On completion, a work order can be converted to a CRM expense for cost accounting.

Key fields: Vehicle, garage / workshop, work type, description, scheduled date, completion date, labour cost, parts cost, total cost, status (open, in progress, completed, cancelled).

Key actions:

1. Open a work order — select the vehicle, describe the work needed, set a due date, and assign to a garage or technician.
2. Add parts — attach spare parts from the Parts inventory to track consumption per job.
3. Update status — progress the order from Open → In Progress → Completed.
4. Create expense — click Create Expense to record the total cost in the CRM finance module.
5. View work order detail — see the full job card with labour notes, parts used, and cost breakdown.
6. Filter by vehicle or status — quickly find all open orders for a specific vehicle.

Work Performances

URL: /admin/fleet/work_performances
Permission: fleet_work_performance

Work performance records capture productivity metrics for drivers and vehicles over a defined period — distance covered, trips completed, cargo weight, hours worked, and other operational KPIs. These records feed the Work Performance report for trend analysis.

Key fields: Driver, vehicle, period (date range), distance (km), number of trips, cargo volume / weight, hours worked, performance score, notes.

Key actions:

1. Log a performance record — select driver, vehicle, and period; enter the relevant operational metrics.
2. Edit an existing record — update figures if corrections are needed after review.
3. Filter by driver or vehicle — isolate records for a specific driver or asset.
4. Export data — use the DataTables export to pull records into a spreadsheet for payroll or KPI review.
5. Review via report — navigate to Reports → Work Performance Report for period-over-period charts.

Benefit and Penalty

URL: /admin/fleet/benefit_and_penalty
Permission: fleet_benefit_and_penalty

The benefit and penalty register records monetary or point-based adjustments assigned to drivers — bonuses for exceptional performance or deductions for policy violations, accidents, and fuel misuse. Each entry references a driver, a criteria type, an amount, and the effective date.

Key fields: Driver, criteria, type (benefit / penalty), amount, date, description, recorded by.

Criteria are configured in Settings → Criterias and can represent anything from "Safe Driving Bonus" to "Fuel Card Misuse Penalty".

Key actions:

1. Add a benefit or penalty — select the driver, choose a criteria, set the type and amount, and confirm.
2. Edit an entry — correct amount or criteria if the entry was logged in error.
3. Delete an entry — remove incorrect records (requires delete permission).
4. Filter by driver or type — view all penalties for a driver or all benefits in a period.
5. Manage criteria — go to Settings → Criterias to add or edit the criteria list.

Fuels

URL: /admin/fleet/fuels
Permission: fleet_fuel

The fuel log records every fill-up event for each vehicle. Entries include the date, vehicle, driver, litres filled, cost per litre, total cost, odometer reading, and fuel station location. This data drives the Fuel Summary and Fuel by Vehicle reports, and surfaces anomalies such as unusually high consumption.

Key fields: Vehicle, driver, date, odometer reading, litres filled, price per litre, total cost, location / station, payment method.

Key actions:

1. Log a fuel fill-up — click Add Fuel, select vehicle and driver, enter litres and cost.
2. Edit or correct an entry — fix odometer or quantity errors before the record feeds reports.
3. Delete an entry — remove duplicate or test entries.
4. Filter by vehicle, driver, or date range — analyse consumption for a specific asset or period.
5. View fuel summary report — navigate to Reports → Fuel Summary for cost-per-km and consumption trends.

Garages

URL: /admin/fleet/garages
Permission: fleet_garage

The garage register stores information about maintenance workshops — both in-house facilities and external service providers. Garages are referenced by work orders and maintenance records. Each garage detail view shows all work orders assigned to it, along with the maintenance team members attached.

Key fields: Garage name, address, contact person, phone, email, type (internal / external), notes.

Key actions:

1. Add a garage — enter name, address, and contact details; tag as internal or external.
2. View garage detail — see all work orders assigned to this garage and the associated maintenance team.
3. Manage maintenance team — add or remove technicians from the garage's maintenance team roster.
4. Edit garage details — update contact or address information.
5. Delete a garage — remove workshops no longer in use (only if no active work orders reference it).

Parts

URL: /admin/fleet/parts
Permission: fleet_part

The parts register tracks spare parts used in maintenance and work orders. Each part entry records the part name, type, group, quantity in stock, unit cost, and the vehicles it is compatible with. Parts are consumed when added to a work order, allowing cost tracking per repair job.

Key fields: Part name, part type, part group, quantity on hand, unit cost, compatible vehicle models, supplier, notes.

Part types and groups are configured in Settings → Part Types and Settings → Part Groups.

Key actions:

1. Add a part — register a new spare part with its type, group, quantity, and unit cost.
2. Edit part details — update stock quantity after a replenishment order arrives.
3. Attach to a work order — when creating or editing a work order, select parts from this register to log consumption.
4. Filter by type or group — find parts by category (e.g., engine parts, tyres, electrical).
5. Monitor stock levels — review low-stock parts before scheduling maintenance.

Insurances

URL: /admin/fleet/insurances
Permission: fleet_insurance

The insurance register stores all active and historical insurance policies for fleet vehicles. Each policy is linked to a vehicle, an insurance company, a category (third-party, comprehensive, cargo, etc.), and tracks start date, end date, premium amount, and renewal status. Expiring policies trigger reminders visible in the vehicle renewal reminders report.

Key fields: Vehicle, insurance company, category, type, policy number, start date, end date, premium, status, notes, attached policy document.

Insurance categories, types, companies, and statuses are managed in Settings.

Key actions:

1. Add a policy — link a vehicle to an insurance company, set the policy period and premium.
2. Upload policy document — attach the PDF policy for audit and claims reference.
3. Renew a policy — create a new policy record when the existing one expires; the old record is retained for history.
4. Filter by vehicle or status — identify all policies expiring within the next 30/60/90 days.
5. View renewal reminders — navigate to Reports → Vehicle Renewal Reminders for a consolidated expiry calendar.

Maintenances

URL: /admin/fleet/maintenances
Permission: fleet_maintenance

Maintenance planning records scheduled and completed service events for each vehicle — oil changes, tyre rotations, belt replacements, and any recurring service defined by the maintenance schedule. Unlike work orders (which track ad-hoc repairs), maintenance records follow a calendar-based or odometer-based schedule.

Key fields: Vehicle, maintenance type, scheduled date, completion date, next due date / next due odometer, cost, garage, technician, status (scheduled, completed, overdue).

Key actions:

1. Schedule maintenance — create a record with a vehicle, service type, and due date or odometer threshold.
2. Mark as completed — update the record with completion date and actual cost.
3. Set next recurrence — enter the next due date or mileage to keep the schedule rolling forward.
4. Filter by vehicle or status — see all overdue items across the fleet in one view.
5. Link to a garage — assign the job to an internal or external workshop from the garage register.
6. View maintenance report — navigate to Reports → Maintenance Report for service cost trends.

Inspections

URL: /admin/fleet/inspections
Permission: fleet_inspection

Technical inspections record the results of pre-trip, periodic, or regulatory vehicle checks. Each inspection uses a configurable Inspection Form (a checklist of criteria with pass/fail or scored responses). Results are stored per vehicle and per inspection event, enabling compliance audit trails and failure tracking.

Key concepts:

• Inspection Form — a reusable template containing questions and scoring criteria, managed in Settings → Inspection Forms.
• Inspection Record — a completed form submission linked to a specific vehicle and date.
• Criteria — individual check items (e.g., "Brake lights working?", "Tyre tread depth ≥ 1.6 mm").

Key actions:

1. Add an inspection — select a vehicle and an inspection form; fill in the criteria responses.
2. Review inspection detail — open a completed inspection to see pass/fail per criteria.
3. View inspection failures — navigate to Reports → Inspection Failures List to see all failing criteria across the fleet.
4. Check inspection schedules — navigate to Reports → Inspection Schedules to see upcoming required inspections.
5. Manage inspection forms — go to Settings → Inspection Forms to create or edit checklists and add/remove questions.
6. Filter by vehicle or date — audit inspection history for a specific asset.

Transactions

URL: /admin/fleet/transactions
Permission: fleet_transaction

The transactions sub-module is a fleet-specific financial ledger that records income and expense entries directly associated with fleet operations — separate from the main CRM finance module but available for cross-referencing. Entries can represent fuel reimbursements, toll charges, repair invoices, rental income, or any other fleet-related cash flow.

Key fields: Date, type (income / expense), vehicle, driver, amount, category, payment method, reference number, notes.

Key actions:

1. Record a transaction — enter date, type, vehicle, amount, and category.
2. Filter by type, vehicle, or date range — analyse income vs. expense for a specific vehicle or period.
3. Export the ledger — use DataTables export for accounting or reconciliation.
4. View income and expense report — navigate to Reports → Income and Expense Report for aggregated totals.

Events

URL: /admin/fleet/events
Permission: fleet_event

Fleet events capture significant occurrences involving vehicles — accidents, breakdowns, thefts, fines, or any other notable incident. Each event record stores the vehicle, driver, date, location, event type, description, associated cost, and resolution status. Event data feeds the Event Report for frequency and cost analysis.

Key fields: Vehicle, driver, event type, date, location, description, cost, status (open / resolved), attached files (photos, police reports).

Key actions:

1. Log an event — select vehicle and driver, choose the event type, describe what happened, and enter any known cost.
2. Attach supporting files — upload photos, police reports, or insurance claim documents.
3. Update status — mark the event as Resolved once repairs are complete or the claim is settled.
4. Filter by type or vehicle — review all accidents for a specific asset or all events of a particular type.
5. View event report — navigate to Reports → Event Report for frequency and cost trend charts.

Reports

URL: /admin/fleet/reports
Permission: fleet_report

The reports section aggregates data from all fleet sub-modules into a set of dashboards and exportable tables. Reports are date-range aware and most include visual charts alongside tabular data.

Available reports

Key actions:

1. Select a report — choose from the report list on /admin/fleet/reports.
2. Set the date range — adjust the from/to date filter at the top of each report view.
3. Filter by vehicle, driver, or group — narrow the dataset to a specific subset of the fleet.
4. Read the chart — most reports display a bar or line chart above the data table.
5. Export — use the DataTables export buttons (CSV, Excel, PDF) to share the report externally.

Settings

URL: /admin/fleet/settings
Permission: fleet_setting

Fleet Settings contains all configuration look-up tables that govern how the other sub-modules behave. Changes here affect available options in drop-downs across the entire fleet module.

Configuration tabs

Key actions:

1. Add a vehicle group or type — use before adding new vehicles to ensure they can be categorised.
2. Create an inspection form — build a checklist of questions and criteria; forms are selected when logging an inspection.
3. Add inspection criteria — add individual check items to an existing form.
4. Define benefit/penalty criteria — set up the evaluation categories used in the Benefit and Penalty register.
5. Register an insurance company — add a new insurer before creating policy records that reference it.

Common actions (module-level)

1. Navigate between sub-modules — use the Fleet sidebar menu or the module map table above.
2. Search and filter any list — every list view has a search box and column-level filters; use them to reduce the dataset before exporting.
3. Export any table — DataTables export buttons (CSV / Excel / PDF) are available on all major list views.
4. Check permissions — each sub-module has its own permission key; contact your administrator if a section is not visible.
5. Link to the CRM — bookings can generate invoices, work orders can generate expenses, and drivers can be linked to CRM staff or contacts.

Captured: 2026-06-03 · Source: demo.crmconnect.io/admin/fleet