The Fleet management dashboard centralises the key functionality of the Fleet management system (FMS). Through a selection of widgets, you can monitor your fleet movements and ensure your vehicles and drivers are maintained to a good standard.

Throughout the FMS, you'll find search and filter options for quickly finding the records you need.

View dashboard

➡️ Fleet management

The dashboard displays a selection of widgets, detailing your fleet vehicle data. Each widget can be viewed for more detailed input and further actions.

Map

The map widget will show your vehicles moving in real time and can be expanded for more details on vehicles, trips, status and current/past location.

➡️ View live map

Vehicles

The left side panel displays the vehicle list, split by their current status.

Click on a vehicle to centre the map on the location and view detailed vehicle information in the right side panel.
- Vehicle details: A selection of vehicle details are displayed for quick view.
  - Edit: Make changes to Step 1: Basic details of the vehicle setup.
- Current driver: View the driver and when/who allocated it.
  - Remove driver > Enter vehicle mileage > Remove
- Reminders: View which reminders are currently assigned to the vehicle and the due date.
  - Edit: Change the reminder due date.
- Vehicle tracker: View the IMEI of the assigned tracker or remove it from the tracker.
- Vehicle check history: The calendar displays the status of past vehicle checks.
- Vehicle check set up: View the assigned vehicle check templates.
  - Edit: Change the assigned template(s) in Step 5: Vehicle checks in vehicle setup.
- Other details: A selection of additional details are displayed for quick view.
  - Edit: Make changes to Step 2: Extended details in vehicle setup.

Map

The current day is selected by default, showing live vehicle locations and movements.

Each vehicle is displayed as a pin, with the user's profile picture displayed. When viewing the current day, a coloured ring around the pin indicates the last update sent by the tracker:

Green: Tracker updated within the last 0 – 30 minutes.
Yellow: Tracker updated within 30 – 90 minutes.
Orange: Tracker updated within 90 - 150 minutes.
Red: Tracker updated 150+ minutes ago.

Hover your mouse over the pin to view the user's name.

Additional map functionality

Search bar: Type your search term > Select a location result from the drop-down.
Save location: Click anywhere on the map > Save location
- Location name: Enter a name for the location.
- Icon: Select an icon to display in the map pin.
  - Select icon: Use a provided icon from the list displayed.
  - Upload icon: Upload an image to use as a custom icon.
    Recommended image dimensions: 30x30 pixels.
    Max file size: 250 KB.
    Supported image formats: .ICO, .PNG or .SVG
Zoom the map in and out or use the mouse wheel.
Centre the map on your office location, stored in company details.
Show/hide additional location options.
- Office: Show/hide your office location pin.
- Home address: Stored user home addresses will display as pins that you can show/hide; Home address is stored on the user profile.
- Supplier: Stored supplier addresses will be displayed as pins that you can show/hide.
- Saved: Show/hide manually saved locations.
  - Delete a stored location if no longer required.
Viewing: Display the vehicle data for a past date; select a date in the calendar.
- Watch the vehicle movements for the selected day; The start time is determined by the first position of the tracker on the selected day.
  - Move the slider to a time of day > Play to watch movements from selected time > Pause to stop playback
  - Change playback speed in the dropdown.

Map icons

The map provides visual indicators for appointments and vehicle movements. Each icon represents a specific job status or action:

Job-status icons: These statuses are updated in line with mobile appointment actions and are pins with a blue background.
- Worker icon: A scheduled appointment; hover on this icon for more details about the job.
- Thumbs up: The appointment has been accepted.
- Arrowhead: The user is travelling to this appointment.
- House: The user has arrived at the property.
- Check mark: The user has left the property.
Route lines:
- Blue: Indicates a completed journey.
- Green: Indicated a journey currently happening.

Vehicle List

The widget displays an overview of vehicle numbers, split by status.

Manage your vehicle statuses in your settings!

It is not currently possible to reorder the status list in the widget.

➡️ View vehicles

The vehicle list allows you to view and manage all vehicles in your fleet. Each vehicle record displays essential information for quick review.

Use the search bar and filters to find specific records within the list quickly.

View vehicle information

➡️ Actions > View

Each vehicle stores a detailed history of actions and events across a selection of tabs. View the vehicle details in the left side panel and make adjustments to each section using edit/remove.

Timeline

A detailed log of all manual and automatic actions taken for the currently viewed vehicle.

Add record: Send an email or SMS relating to this vehicle.

Set up email templates and SMS templates to speed up sending communications.

Maintenance

Manage and track scheduled maintenance tasks for a specific vehicle.

Add maintenance

➡️ Add maintenance > Complete side panel > Save

Task name: Select a maintenance task from the drop-down.
- The details for priority, time interval reminder and primary meter reminder will be automatically completed from the template chosen.
Due date reminder: Enter the date/mileage when this maintenance task is expected to be due.
- Next due date: Set the exact date for the next scheduled maintenance.
- Next mileage due: Enter the mileage for the next scheduled task.

Edit maintenance

➡️ Actions > Edit > Amend Due date reminder fields > Save

It is not possible to change the assigned task when editing. To change parameters for the task, edit the template instead.

Delete maintenance

➡️ Actions > Delete > Type Delete > Delete

Driver history

A detailed overview of a vehicle's current and past driver performance, mileage, and driving behaviour.

Driver name: Displays the name of the driver.
Status: Shows the driver's current status.
Assignment period: Indicates the start and end dates of the driver's assignment, as well as the total duration (e.g., 7 months, 4 days).
- If the driver is still active, end date will always show current date/time.
Mileage & incident info: Review the star, end and total mileage recorded, and the total number of each incident from all recorded trips.
- Show all incidents: View a detailed breakdown of incidents with location, date and time recorded. Click on a record to view the journey route line with an icon displaying where the incident occurred.
Driver activity: A summarised report of distance driven, with an average sum calculated from the start date.

Trips

View historical trip data for each day.

Select the day to view by clicking on the calendar. Use the < and > buttons to navigate between days quickly.
- A summary displays an overview of key data for the selected day.

Journey details: Each trip segment is detailed in chronological order from the bottom up, providing the start location/time, stop location/time, total driving time and number of safety incidents that occurred during the trip.
Map view: shows the vehicle’s route for the selected day, with dotted lines representing the entire journey.
- Click a trip segment to highlight the route taken in green, with stat and stop locations indicated with pins.
Between trip segments, the total time spent at the location is displayed. If there is a job associated the job number is displayed.
- Click the icon to open the associated job in a new tab.

Use the map icons to show/hide relevant location pins.

Files

Upload, manage, and organise files associated with a specific vehicle.

File list: Displays all uploaded files with the name, file format, and size, along with the user, date and time of upload.
- Manage the files with Actions to view, download, edit or delete the stored file.

Currently, file names cannot be changed in system. Ensure file names are changed before upload.

How to upload files

➡️ Add new files

Drag & drop: Drag your files into the upload widget.
Manual selection: Click here will open the machine's file explorer to select your files.

To upload more files after the current list is complete, close the upload widget by clicking the Done button and reopen the widget to insert new files.

Manage vehicles

Edit a vehicle

➡️ Actions > Edit > Amend the steps as required > Navigate to Step 7 > Save

The tracker assigned in Step 4 cannot be edited.

Delete a vehicle

➡️ Actions > Delete > Enter vehicle mileage at time of deletion > Delete

Recent trips

The last 10 trips completed by drivers will be displayed in this widget, with the most recent added to the top of the list.

➡️ View all trips > Select a vehicle > Select a date > Select a trip to review the journey

The recent trips map functions much in the same way as in the live map section, with the same buttons available for reviewing the data, except you will see past trips instead of live trips.

Reminders due

An overview of due/overdue vehicle reminders. The total count will be displayed, with a scrollable list of each reminder to be actioned.

➡️ View more > Locate reminder in list > Check box > Done

Each record will detail the vehicle and reminder information in columns, with a check box to mark the reminder as complete. Once a reminder is marked as complete, it will be recorded in the vehicle timeline.

No confirmation is required when completing a reminder, ensure you are happy to remove the record from the list before marking it as done.

Maintenance due

An overview of due/overdue vehicle maintenance. The total count will be displayed, with a scrollable list of each reminder to be actioned.

➡️ View more > Locate reminder in list > Check box > Done

No confirmation is required when completing a reminder, ensure you are happy to remove the record from the list before marking it as done.

Safe driver leaderboard

The safe driver leaderboard encourages accountability and safe driving within your fleet, helping to reduce risks and improve overall vehicle usage.

Using a specialised algorithm, the leaderboard combines data on driving behaviour and distance travelled to generate scores. This system highlights drivers who need improvement while recognising those maintaining safe practices over longer distances.

Points represent negative actions, drivers with high scores will be lower on the leaderboard.

Driving behaviour: Drivers earn points for negative driving behaviours such as aggressive cornering, harsh acceleration or braking.
Distance consideration: The algorithm balances driving behaviour with the distance travelled to ensure longer distances are factored into the evaluation, providing a fair representation of driving habits.

A driver with 10 points over 10 miles receives a worse score than one with 20 points over 100 miles.

Vehicle checks

An overview of vehicle checks completed, late and missed each in the past 30 days, displaying the total and each individual check in a scrollable list for review and actioning.

Checks must be completed by the driver in the mobile app.

Total mileage

A chart displaying the total mileage, per month, for the past 6 months across your entire fleet.