Set up Fleet before the first vehicle
The order in which to configure Fleet, from permissions and settings to your first vehicle and driver.
Required permission: fleet.configure
Before you begin
Fleet depends on Contacts, HR and Inventory. Before you start, make sure that:
- Your drivers exist as HR employees (outside drivers can be typed in by name).
- Vendors you use (garages, insurers, lessors, tyre suppliers) exist as contacts.
- A warehouse exists for spare parts, if you will issue parts from stock.
The first time any Configuration list is opened for a company, Fleet fills it with sensible defaults: 15 vehicle categories, 15 makes, 6 fuel types, 12 service types, 14 cost categories, document types for each GCC country, inspection templates, 5 maintenance plans, 14 alert rules and 5 approval rules.
Steps
- Give people permissions. In Security > Roles, assign the seeded roles: Fleet manager, Fleet coordinator, Fleet workshop and Fleet driver. Check that anyone who must see licence and medical details holds
fleet.driver.view, and that cost figures are limited to people withfleet.cost.viewandfleet.tco.view. - Choose your features. A company administrator opens Applications > Fleet > Features and switches off areas you will not use: Reservations, Trips and daily logs, Fuel, GPS and telematics, Tyres and batteries, Fines, accidents and claims, Leases. Vehicles, drivers, assignments and registration, insurance and permits are always on. Records already made stay readable when a switch is off.
- Set field rules. On the same page you can hide or require VIN, chassis number, engine number, vehicle department and police report number.
- Open Fleet Settings. Go to Fleet > Configuration > Fleet Settings. Review the thresholds (see the table below) and, if Accounting should receive fleet costs, tick Post fleet costs no bill carries to the ledger and enter an account code for each cost category, the card account and the cash account. Click Save.
- Review the lists. Under Fleet > Configuration, check Vehicle Categories, Makes / Models and Fuel Types. Add any category or model you use that is missing. Heavy equipment categories should have Counts engine hours ticked.
- Review approval rules. Open Approval Rules. Decide the amount from which work orders, expenses and disposals need a second person, and who may approve.
- Review alert rules and document types. Check the days before expiry that trigger alerts and who is told.
- Add fuel cards and toll accounts under Fuel Cards and Toll & Parking, if you use them.
- Register the first vehicle. Follow Register a vehicle.
- Add the first driver and assign the vehicle. Follow Drivers, assignments and reservations.
Key Fleet Settings
| Setting | Default | Effect |
|---|---|---|
| Expiry alert days | 120, 90, 60, 30, 15, 7, 0 | Days before expiry when alerts go out |
| Service due soon within | 500 km, 14 days, 25 engine hours | When a plan shows as Due soon |
| Flag a fill this % above normal | 20 | Fuel consumption above normal by this much is flagged |
| Unusual odometer jump above | 1,500 km a day | Larger jumps are flagged for review |
| Keep raw GPS for | 90 days | Older raw telemetry is purged |
| Working hours a day | 10 | Basis for utilisation percentage |
| Cross-branch assignment | Allowed | Allowed, Needs approval or Not allowed |
| Checklist required at checkout | Off | Pool check-out needs a pre-trip checklist |
What happens next
Fleet is ready for daily use. Vehicles you register appear on the Dashboard, drivers use My Vehicle, and the daily scan raises alerts and service requests. The scan runs once per company after midnight, Dubai time.
Good to know
- Company dates always use the company's own day (Asia/Dubai by default), not the UTC date.
- A fleet number such as VHC-000001 or WO-00001 is unique within the company.
- You can change a setting at any time; it applies to new checks from then on.