Fleet Management

My Fleet is the fleet management area in the member dashboard. This tutorial explains each part of it and how to get started. It is for fleet owners and managers with a paid membership.

#What is in My Fleet?

#How do I add a vehicle?

1. Open My Fleet, then Vehicles, then Vehicle List.
2. Click Add Vehicle.
3. Under Vehicle Details, enter the Year, Make, Model, Vehicle Type, Vehicle Nickname, License Plate Number and License Renewal Date, and choose a status: Active, Inactive, In Shop or Out of Service.
4. Add photos under Vehicle Photos.
5. Under Distribution Area, choose where the vehicle operates.
6. Under Maintenance Schedule, you can choose a service program (see below).
7. Under Vehicle Specification, add as much detail as you like: dimensions, weight, engine, transmission, wheels and tyres, fuel and oil.
8. Under Vehicle Settings, set the Primary Meter (kilometres or hours), the Current Meter Reading, the VIN/SN, the Fuel Unit and the GPS Tracking Refresh Rate.
9. Click Submit.

Tick Publish on website if you also want to advertise a truck on the Available Trucks page. See Adding trucks.

#How do I manage a vehicle?

Click a vehicle in the Vehicle List to open Manage Vehicle. The tabs show everything about that vehicle in one place, including its documents, issues, fuel history, meter history and assigned driver. Make your changes and click Save.

#How do I add vehicle documents?

1. Open the vehicle and go to the Vehicle Documents tab.
2. Click Add Document.
3. Choose the document type, for example Vehicle Registration Certificate, GIT Insurance or SACU Permit.
4. Choose the file. Only PDF files are allowed.
5. Tick Allow driver access if the assigned driver should be able to open it on the road.
6. Click Submit.

#How do I add a driver to my fleet?

Open My Fleet then My Drivers. There are three ways to assign a driver to a vehicle:

• Option 1: enter the Driver Id of a driver who already has a driver profile, and click Submit Request.
• Option 2: enter the driver's e-mail address under User Email and click Send Invitation. The driver gets an e-mail with steps to register for free and accept the assignment.
• Option 3: click View Available Drivers to see drivers listed on the site, then click Assign Driver.

The driver must accept before the assignment is active. They get a message with Approve and Reject buttons, and you are notified once they confirm.

Once assigned, the driver can log in on their phone to add fuel entries and odometer readings, report issues, open vehicle documents you have shared and run movement orders.

#How do I record fuel?

Drivers can add fuel entries themselves. You can also add them manually:

1. Open My Fleet, then Vehicles, then Fuel History.
2. Click Add Entry.
3. Select the Vehicle and enter the Current Odometer Reading, Litres of Fuel, Price/L and Fuel Type.
4. Add the Reference Invoice# and upload a photo of the slip if you have it.
5. Click Submit.

The Fuel History list shows each entry with its source, amount, total, usage, economy and cost per kilometre.

#Where do I see odometer readings?

Open My Fleet, then Vehicles, then Meter History. It lists the odometer readings recorded for your vehicles, with the date and the source of each reading.

#How do I log a vehicle issue?

Issues help you track problems and defects until they are fixed. You or the assigned driver can log them.

1. Open My Fleet then Issues.
2. Click Add Entry.
3. Select the Vehicle and enter an Issue Title or Summary, for example "Dead battery".
4. Add an Issue Description, the Current Odometer Reading and a photo if you have one.
5. Click Submit.

The issue shows as Status: Open. When it is fixed, click Mark as Resolved. The issue timeline shows how many days it took to resolve.

#How do I set up service reminders?

Service reminders help you plan preventive maintenance, such as oil changes, wheel alignment and brakes.

1. Open My Fleet, then Reminders, then Service Reminders.
2. Click Create New.
3. Select the Vehicle and the Service Task.
4. Set a Time Interval (for example every 1 month), a Meter Interval (for example every 5 000 km), or both. Leave a field blank if you don't need it.
5. Switch Notifications on if you want to be alerted when the reminder is due soon or overdue.
6. Click Submit.

You can set what "due soon" means under Settings, in the My Fleet section (Due Soon Threshold and Odometer Due Soon).

#What are service tasks and service programs?

• Service Tasks are the jobs you do on vehicles, such as "Oil Filter Change". Your account already has a list of standard tasks. To add your own, open Maintenance then Service Tasks, click Add New, enter the Service Task Name and Task Category, and click Submit.
• Service Programs apply a set of service reminders to a group of vehicles that share the same maintenance schedule. Open Maintenance then Service Programs, click Add New, enter a Program Name, add the Service Tasks, set the time and/or meter interval, and click Submit. Then choose the program for each vehicle on its Maintenance Schedule tab.

#How do I track parts and inventory?

1. Open My Fleet then Parts and Invetory.
2. Click Add Part.
3. Enter the Name or Description, Internal Part # (must be unique), Part Category, Manufacturer, Manufacturer Part #, Unit Cost, Measurement Unit and Quantity.
4. Under Part Location, say where the part is kept, for example another branch.
5. Add a photo of the part or the invoice if you want.
6. Click Submit.

#How do I save and share locations?

Save places that matter to your fleet, such as depots, border posts or customer sites.

1. Open My Fleet then Locations.
2. Click Add New.
3. Click the exact spot on the map to place the pin.
4. Enter a Location Name and a Short Description.
5. Click Submit.

To send a location to drivers, click Share Location next to it, move the drivers you want to the Selected Drivers list and click Submit. The drivers get a message and can see the pin under Locations in their own menu.

#How do I plan a route?

1. Open My Fleet, then Route Planner, then New Route.
2. Select the departure and destination countries and cities, and click Submit.
3. The map shows the route, distance and travel time. Click Save Route to keep it.

Your saved routes are under Route Planner then Saved Routes.

#Related pages

• Movement orders
• Adding trucks