Fleet · Reference

Screens and menus

Every Fleet menu entry and screen: where to find it, what it is for, what its list shows and which permission it needs.

On this page (8)

Fleet > Fleet Fleet > Operations Fleet > Maintenance Fleet > Compliance Fleet > Costs Fleet > Reports Fleet > Configuration Applications > Fleet

Fleet > Fleet

Fleet dashboard and vehicle board

What it is for: The app's start page: KPIs, the vehicle cards, alerts, quick links, status summary, cost trend, maintenance due, document expiry
List: columns and filters: KPI tiles: Total Vehicles, Active Vehicles, Available, Under Maintenance, Due for Service, Fuel Cost This Month (only with fleet.fuel.view or fleet.cost.view). Pills: All, Active, Assigned, Maintenance, Due for Service, Expired Documents (with counts). Filters: search (code, plate, VIN, model, driver), All Branches, All Vehicle Types, All Drivers, All Status; card / list toggle; Show more (16 at a time)
Buttons and actions: New Vehicle, open a card (Vehicle 360), Recent Alerts > View All, Quick Links (Vehicle Register, Service Schedule, Documents, Fuel Transactions, Work Orders, TCO); cards: Vehicle Status Summary, Fuel and Maintenance Cost Trend (fleet.cost.view only), Maintenance Due, Document Expiry (60 days), Recent Activity, At a Glance
Permission needed: fleet.view (page); fleet.create (New Vehicle)

Vehicles list

What it is for: Every vehicle in the fleet, paged by the server
List: columns and filters: Columns: Vehicle (code + title), Plate, Category, Status, Driver, Branch, Odometer, Next Service, Insurance Expiry, Registration Expiry, Cost This Month; hidden: Ownership, Year. Tabs: In the fleet, Available, Assigned, In use, Maintenance, Sold / scrapped
Buttons and actions: New Vehicle (opens the vehicle form, then Vehicle 360), open a row
Permission needed: fleet.view; fleet.create (new)

Vehicle 360

What it is for: One vehicle's whole life on one record (owner design 2)
List: columns and filters: Smart buttons: Odometer / Engine Hours, Fuel Level, Utilization (MTD), Next Service, Insurance Expiry, Registration Expiry. Tabs: Overview, Details, Drivers, Maintenance, Fuel, Trips, Tyres, Expenses, Documents, Accidents, Fines, Telematics, Activity Log. Overview cards: Vehicle Information, Current Status + map, Quick Actions, Important Dates, Usage & Performance, Cost Summary (This Year, fleet.cost.view only), Recent Activities
Buttons and actions: Edit, Assign Driver, Log Fuel, Schedule Service; menu: Record odometer, Log trip, Inspection, Insurance policy, Report breakdown, Report accident, Change status, Sell / scrap / return; Quick tiles: Create Work Order, Log Trip, Add Expense, Report Issue, Upload Document, Mark as Inactive; notes / messages timeline
Permission needed: fleet.view; buttons follow fleet.edit, fleet.assign, fleet.fuel.create, fleet.workorder.create, fleet.trip.create; tabs need fleet.trip.view / fleet.fuel.view / fleet.maintenance.view / fleet.accident.view / fleet.fine.view / fleet.cost.view / fleet.telematics.view

Drivers

What it is for: Driver profiles, taken from HR employees (or outside drivers)
List: columns and filters: Columns: Driver (name + code), Status (effective: Active / Suspended / Licence Expired / Unavailable / On Leave / Inactive), Vehicle, Phone, Licence expiry, Days left, Training; hidden: Employee. Tabs: Active, All, Inactive
Buttons and actions: New Driver, open a row to edit
Permission needed: fleet.view (list; licence and medical details only with fleet.driver.view); save needs fleet.driver.view + fleet.create / fleet.edit

Assignments

What it is for: Effective-dated hand-over of a vehicle to a driver, pool or project
List: columns and filters: Columns: Assignment, Vehicle, Driver (or '(pool)'), Type, From, To, Km, Status, Approval, Purpose. Tabs: All, Active, Planned, Ended
Buttons and actions: Assign a vehicle; row: End (active), Approve / Reject (pending approval), Cancel (planned); open row = the vehicle's 360
Permission needed: fleet.view (list); fleet.assign (create and actions)

Reservations

What it is for: Pool vehicle bookings with approval, checkout and return
List: columns and filters: Columns: Reservation, Vehicle (or category), Driver, Pickup, Return, Destination, Purpose, Requested by, Status. Tabs: All, Requested, Reserved, Checked out, Returned
Buttons and actions: Book a vehicle; row: Approve / Reject (Requested), Check out (Reserved / Approved), Return (Checked out), Cancel (Requested / Approved / Reserved)
Permission needed: fleet.view to see own bookings; fleet.assign sees all and decides; route needs fleet.log to book; feature switch Reservations

Fleet calendar

What it is for: Services, inspections, work orders, document and insurance renewals, reservations and lease expiries on one calendar
List: columns and filters: Month / Week / List; kind pills with counts: Service, Inspection, Work order, Document renewal, Insurance renewal, Reservation, Lease expiry (click to hide / show); Today, previous / next
Buttons and actions: Click an entry: work order opens the work order, reservation opens Reservations, others open the vehicle's 360; '+N more' opens the week
Permission needed: fleet.view

Driver app

What it is for: Phone-first page for the signed-in driver; works offline with a queue
List: columns and filters: My Vehicle header with Online / Offline badge, queue banner 'N item(s) waiting to be sent', vehicle card (odometer, On trip, Checked today / Not checked today), problems line, Vehicle documents
Buttons and actions: Start Trip / End Trip, Pre-Trip Check, Fuel Entry, Odometer, Report Issue, Breakdown, Report Accident, Send now
Permission needed: fleet.view (page); sync needs fleet.log; the user must be linked to a driver profile

Fleet > Operations

Trips

What it is for: Trips with distance, fuel and cost
List: columns and filters: Columns: Trip, Vehicle, Driver, Start, End, Destination, Customer, Km, Fuel, Total cost, Cost / km, Status; hidden Source. Tabs: All, Planned, Started, Completed
Buttons and actions: New Trip; row: Start (Planned), End (Started, opens the end dialog), Cancel (Planned / Started); open a row to edit
Permission needed: fleet.trip.view (list); fleet.trip.create (create / start / end); feature switch Trips and daily logs

Odometer readings

What it is for: Every odometer / engine-hours reading with its source; doubtful readings are kept and reviewed
List: columns and filters: Columns: When, Vehicle, Odometer, Engine hours, Source, Flag, Review, By, Note. Tabs: All readings, Needs review
Buttons and actions: Record a reading; row: Accept / Reject (Needs review)
Permission needed: fleet.view (list); fleet.log (record); fleet.edit (review)

Fuel fills

What it is for: Fuel entries with efficiency and potential anomalies
List: columns and filters: Columns: Fill, Date, Vehicle, Driver, Station, Litres, Amount, Odometer, KM / L, L / 100 km, Potential anomaly, Review; hidden Card. Tabs: All fills, Potential anomalies - needs review
Buttons and actions: Log Fuel; row: Clear / Ask the driver (needs review); open row = vehicle 360
Permission needed: fleet.fuel.view (list); fleet.fuel.create (log); fleet.fuel.view + fleet.edit (review); feature switch Fuel

Fuel card statements

What it is for: Provider statements imported and matched to recorded fills
List: columns and filters: Columns: Date, Reference, Card (masked), Vehicle, Station, Litres, Amount, Status, Difference. Tabs: All, Unmatched, Differences, Matched
Buttons and actions: Import statement (paste CSV), row: Record as fill / Ignore (Unmatched)
Permission needed: fleet.fuel.view (list); fleet.fuel.create (import, actions)

GPS / Telematics

What it is for: Live map, events, driver behaviour, geofences, connections and devices
List: columns and filters: Tabs: Live map (map + Vehicles: Vehicle, Driver, Speed, Ignition, Last seen, Km today), Events (tabs All events, Behaviour, Geofence, Vehicle health), Driver behaviour (last 30 days, counts, no score), Geofences (register), Connections & devices
Buttons and actions: New connection, Test, Sync now, New device, geofence New / Edit / Delete
Permission needed: fleet.telematics.view; fleet.configure for connections, devices, geofences; feature switch GPS and telematics

Vehicle checklists (inspections)

What it is for: Performed inspections and their result
List: columns and filters: Columns: Inspection, When, Vehicle, Kind, Driver, Result, Inspector, Source. Tabs: All, Failed, With issues, Passed
Buttons and actions: Start a checklist (dialog with OK / Not OK / N/A per item, comment and photo for Not OK), open row = vehicle 360
Permission needed: fleet.view (list); fleet.log (submit)

Daily logs

What it is for: A driver's day: start / end odometer, hours, fuel, issues
List: columns and filters: Columns: Day, Vehicle, Driver, Start, End, Km, Hours, Issues, Status
Buttons and actions: New daily log
Permission needed: fleet.view (list); fleet.log (create); feature switch Trips and daily logs

Fleet > Maintenance

Service requests

What it is for: Everything that needs attention: from drivers, inspections, plans, telematics, breakdowns, accidents
List: columns and filters: Columns: Request, Reported, Vehicle, Type, Source, Priority, Description, By, Work order, Status. Tabs: Open (New / Review / Approved), All, With work order, Resolved
Buttons and actions: New request; row: Create work order (New / Review / Approved), Approve (New), Reject (New / Review), open the linked work order
Permission needed: fleet.maintenance.view (list, decide); fleet.log (new request); fleet.workorder.create (Create work order)

Work orders

What it is for: Every maintenance job
List: columns and filters: Columns: Work order, Created, Vehicle, Service, Where, Priority, Scheduled, Total, Downtime (h), Status, Approval. Tabs: Open, All, Draft, In progress, Waiting parts, Completed
Buttons and actions: New Work Order; open a row (work order record)
Permission needed: fleet.maintenance.view; fleet.workorder.create (create, edit, submit)

Work order record

What it is for: One job: stage bar, form, costs, lines of parts / labour / outside work, stock issue and purchase order
List: columns and filters: Stage bar Draft > Approved > Scheduled > In progress > Completed (+ Waiting parts / Cancelled chips, 'Waiting for approval'); Costs card: Parts, Labour, Outside work, Total, Odometer, Downtime, Started, Completed, Purchase order, Requested by, Approved by; lines table
Buttons and actions: Save, Submit, Approve / Reject (pending), Schedule, Start work, Waiting parts, Issue parts from stock, Raise purchase order, Complete, Cancel; + Part / + Labour / + Outside work; remove line
Permission needed: fleet.maintenance.view; fleet.workorder.create (save, submit, purchase); approver per rule (default fleet.workorder.approve from AED 5,000)

Preventive maintenance (due board)

What it is for: Each vehicle's plans that are due soon, due or overdue
List: columns and filters: Counts: Overdue, Due, Due soon; checkbox 'Show plans not yet due'. Columns: Vehicle, Plan, State, Due by, Odometer, Due at km, Km left, Due date, Days left, Last done, Estimate, Open job
Buttons and actions: Click a row: Vehicle 360
Permission needed: fleet.maintenance.view

Breakdowns

What it is for: Breakdowns with recovery, work order and downtime
List: columns and filters: Columns: Breakdown, When, Vehicle, Driver, Where, Issue, Tow cost, Downtime (h), Work order, Status. Tabs: Open, All
Buttons and actions: Report breakdown; row: Recovering (open), Work order (none yet), Resolve
Permission needed: fleet.maintenance.view (list, actions); fleet.log (report); fleet.workorder.create (work order)

Tyres

What it is for: Tyre register and lifecycle
List: columns and filters: Columns: Serial, Brand, Size, Status, Vehicle, Position, KM used, Tread (mm), Pressure, Cost / km, Age (months). Tabs: All, Installed, In stock, Low tread (< 3 mm), Scrapped
Buttons and actions: New Tyre; row: Fit, Rotate, Check, Remove, Repair, Retread, Scrap, History; open a row to edit
Permission needed: fleet.maintenance.view; fleet.edit (save, actions); feature switch Tyres and batteries

Batteries

What it is for: Battery register
List: columns and filters: Columns: Serial, Brand, Status, Vehicle, Installed, Warranty, Health %, Cost
Buttons and actions: New Battery; open a row to edit
Permission needed: fleet.maintenance.view; fleet.edit; feature switch Tyres and batteries

Parts used

What it is for: Every part line on work orders (newest 500)
List: columns and filters: Columns: Date, Work order, Vehicle, Part, Description, Qty, Unit cost, Amount, Issued
Buttons and actions: (read only)
Permission needed: fleet.maintenance.view

Workshops

What it is for: Internal workshops, garages, dealers and mobile services
List: columns and filters: Register: Workshop, Kind, Vendor, Branch, Parts warehouse, Labour rate / hour, Phone, Active; search, Export
Buttons and actions: New, Edit, Delete (switched off when used)
Permission needed: fleet.maintenance.view (list); fleet.configure (change)

Fleet > Compliance

Registration documents

What it is for: Registrations, Mulkiya, Istimara (document group Registration)
List: columns and filters: Columns: Document, Vehicle, Driver (hidden), Number, Issued, Expires, Days left, Authority, Status. Tabs: All, Expiring soon, Expired, Renewing, Valid
Buttons and actions: New document; row: Renew, Renewing; open a row to edit
Permission needed: fleet.view (list); fleet.edit (save, renew)

Insurance policies

What it is for: Motor insurance policies per vehicle
List: columns and filters: Columns: Vehicle, Insurer, Policy, Cover, From, To, Days left, Premium, Deductible, Status. Tabs: All, Expiring soon, Expired, Renewing, Valid
Buttons and actions: New policy; open a row to edit
Permission needed: fleet.view; fleet.edit

Permits

What it is for: Permits, Salik, cross-border and customs documents (groups permit, cross_border, customs, toll)
List: columns and filters: As Registration
Buttons and actions: New document, Renew, Renewing
Permission needed: fleet.view; fleet.edit

Inspection certificates

What it is for: Vehicle testing and roadworthiness certificates (groups inspection, roadworthiness)
List: columns and filters: As Registration
Buttons and actions: New document, Renew, Renewing
Permission needed: fleet.view; fleet.edit

Fines

What it is for: Traffic fines, Salik / toll violations, parking, with who pays and salary recovery
List: columns and filters: Columns: Fine, Date, Vehicle, Driver, Violation, Authority, Reference, Amount, Responsible, Driver share, Payment, Salary deduction. Tabs: All, Unpaid, Paid, Disputed, Salary deductions
Buttons and actions: Record a fine; row: Paid, Dispute (unpaid), Approve deduction / Reject (pending), Deducted by HR (queued); open a row to edit
Permission needed: fleet.fine.view; fleet.edit (save, pay, dispute); fleet.fine.approve (approve deduction, mark deducted); feature switch Fines, accidents and claims

Accidents

What it is for: Accidents with injuries, liability, claim and repair
List: columns and filters: Columns: Accident, Date, Vehicle, Driver, Location, Injuries, Liability, Estimate, Claim, Status. Tabs: Open, All, Claim submitted, Repairing, Closed
Buttons and actions: Report accident; row: Insurance claim (no claim yet), Repair work order (none yet), Close
Permission needed: fleet.accident.view (list, edit, actions); fleet.log (report); feature switch Fines, accidents and claims

Insurance claims

What it is for: Claims to the insurer and the money received
List: columns and filters: Columns: Claim, Insurer ref, Vehicle, Accident, Insurer, Date, Estimated, Approved, Received, Status
Buttons and actions: New claim; row: Submit (draft), Approved (submitted / under review), Money received (approved / paid), Close
Permission needed: fleet.accident.view; fleet.edit (actions)

All documents

What it is for: Every vehicle and driver document
List: columns and filters: As Registration, all groups; driver documents only with fleet.driver.view
Buttons and actions: New document, Read with AI, Renew, Renewing
Permission needed: fleet.view; fleet.edit

Fleet > Costs

Fleet expenses

What it is for: Money spent on a vehicle that is not fuel, a work order or a fine already in the system: cleaning, parking, toll, accessories and so on. Large ones wait for a second person
List: columns and filters: Expense (FEX-00001), Date, Vehicle, Category, Paid to, Reference, Amount, Paid by, Status. Tabs: All, Waiting approval, Approved, Rejected. Search, sort, paging
Buttons and actions: New expense (dialog); open a row to edit (not once Approved); Approve and Reject on rows that are Waiting approval
Permission needed: fleet.cost.view to see; fleet.edit (and fleet.cost.view) to save; approver needs the permission named on the Expense approval rule (default fleet.workorder.approve)

Fuel costs ledger

What it is for: Read-only list of every fuel cost line in the fleet cost ledger (one line per fuel fill)
List: columns and filters: Date, Vehicle, Category, From, Reference, Description, Amount, Posted. Search, sort, paging
Buttons and actions: Click a row to open the Vehicle 360; no create button (fuel is entered on Operations > Fuel)
Permission needed: fleet.cost.view

Maintenance costs ledger

What it is for: Read-only ledger of Maintenance and Tyres cost lines (work orders, tyres, insurance recoveries as minus lines)
List: columns and filters: Same columns as Fuel Costs
Buttons and actions: Click a row to open the Vehicle 360
Permission needed: fleet.cost.view

Lease and rental contracts

What it is for: Lease, rental and finance contracts, mileage allowance, excess-kilometre charge and the monthly charges they post to the ledger
List: columns and filters: Lease (LSE-00001), Contract, Vehicle, Lessor, Type, From, To, Monthly, Mileage used (km used / allowed, %), Excess charge, Status. Tabs: All, Active, Expiring, Ended. Below: card 'Lease and rental charges' (ledger lines for Lease and Rental)
Buttons and actions: New lease or rental (dialog); open to edit; End (confirm 'End this contract today?')
Permission needed: fleet.cost.view to see; fleet.edit to save or end; menu item can be switched off by the Leases feature switch

Total cost of ownership

What it is for: Cost of owning and running each vehicle over a period or its whole life, with cost per km and per month
List: columns and filters: From / To dates, tick 'Whole life of each vehicle', Export. Columns: Vehicle, Purchase, Fuel, Maintenance & tyres, Insurance, Registration toll parking, Lease / rental, Fines, Depreciation, Other, Running cost, Distance, Cost / km, Cost / month, Downtime; Total row
Buttons and actions: Change period, Whole life toggle, click a column heading to sort, Export (CSV)
Permission needed: fleet.tco.view (needs fleet.cost.view)

Cost allocation

What it is for: Where the money went: the cost ledger grouped by vehicle, branch, cost centre, department, project, driver, customer or cost category
List: columns and filters: Allocate by, From, To, Total. Columns: Allocated to, one column per cost category found, Total (largest first)
Buttons and actions: Change grouping and dates
Permission needed: fleet.cost.view

Replacement planning

What it is for: A rule-based suggestion (Keep / Review / Replace soon / Replace) per vehicle from age, mileage, maintenance against book value, breakdowns and downtime
List: columns and filters: Vehicle, Make / model, Age, Odometer, Maintenance 12m, Fuel 12m, Breakdowns, Downtime (h), Book value, TCO 12m, Status, Suggested, Why. Note: the fleet manager decides and sets the status on the vehicle
Buttons and actions: Click a row to open the Vehicle 360
Permission needed: fleet.tco.view

Fleet > Reports

Report pages

What it is for: Eleven single reports, all drawn the same way: a table the server builds for a period, with sort and CSV export
List: columns and filters: From / To dates (default 1 Jan this year to today; Expiry starts at today), column headings sort, totals row, grey note under the title. Permissions differ per report: Fleet Summary, Utilization, Expiry = fleet.view; Cost / KM = fleet.cost.view; Fuel Efficiency = fleet.fuel.view; Maintenance, Downtime = fleet.maintenance.view; Driver = fleet.driver.view; Accidents = fleet.accident.view; Fines = fleet.fine.view; TCO = fleet.tco.view
Buttons and actions: Change dates, sort, Export
Permission needed: Per report as listed; the menu entry shows only to people who hold it. Accidents and Fines entries go when the Fines, accidents and claims switch is off

All reports catalogue

What it is for: A tile for each of the 27 reports (adds Vehicle Register, Vehicle Assignment, Driver Assignment, Vehicle Cost, Fuel Consumption, Fuel Variance, Maintenance Due, Work Order, Tyre, Battery, Insurance, Lease, Claims, Trips, Odometer, Replacement Analysis)
List: columns and filters: Tiles with the report name; tile greyed with 'Needs another permission' when the user lacks the report's permission
Buttons and actions: Open a tile (report opens below, '← All reports' goes back)
Permission needed: fleet.view; each tile needs its own report permission

Pivot

What it is for: Choose what goes down the side, across the top and what is measured
List: columns and filters: Rows (Vehicle, Driver, Category, Branch, Project, Cost centre), Columns (Month, Status, Cost type, Total only), Measure (Cost, Distance, Fuel L, Trips, Downtime h, Maintenance count), From, To; table with row totals and a totals row
Buttons and actions: Change any selector
Permission needed: fleet.view; Measure = Cost needs fleet.cost.view

Graphs

What it is for: Four column charts: Fuel Cost by Month, Maintenance Cost Trend, Cost / KM by Vehicle, Utilization by Vehicle
List: columns and filters: Four cards; months from about five months back to today; vehicle charts show the top 20
Buttons and actions: None (view only)
Permission needed: fleet.view; the two cost-by-month charts and Cost / KM need fleet.cost.view

Fleet > Configuration

Vehicle categories

What it is for: The kinds of vehicle and equipment (15 are supplied: Car, SUV, Van, Pickup, Truck, Bus, Motorbike, Trailer, Forklift, Crane, Excavator, Loader, Generator, Heavy Equipment, Custom)
List: columns and filters: Code, Category, Arabic name, Icon, Counts engine hours, Has an odometer, Order, Active
Buttons and actions: New, open a row to edit, Delete (archives when used)
Permission needed: fleet.view to see; fleet.configure to change

Makes and models

What it is for: Two registers on one page: Makes (15 supplied) and Models with tank, seats, payload and rated consumption
List: columns and filters: Makes: Make, Country, Active. Models: Make, Model, Category, Body type, Fuel, Tank (L), Engine, Seats, Payload (kg), Rated L/100 km, Active
Buttons and actions: New, edit, Delete (archives when a vehicle uses it)
Permission needed: fleet.view; fleet.configure

Fuel types

What it is for: Petrol, Diesel, Hybrid, Electric, LPG, CNG and any you add
List: columns and filters: Code, Name, Arabic name, Order, Active
Buttons and actions: New, edit, Delete (always switches off)
Permission needed: fleet.view; fleet.configure

Vehicle statuses

What it is for: The ten statuses the product fixes (Available to Scrapped); shown for reference only
List: columns and filters: Code, Status
Buttons and actions: None - no New button, rows do not open
Permission needed: fleet.view

Service types

What it is for: Kinds of service used by plans and work orders (12 supplied)
List: columns and filters: Code, Name, Arabic name, Order, Active
Buttons and actions: New, edit, Delete (always switches off)
Permission needed: fleet.view; fleet.configure

Maintenance plans

What it is for: Preventive rules: what is done, how often (km, days, engine hours), when to warn, estimated cost (5 supplied)
List: columns and filters: Plan, Service, For category, For model, Due by, Every km, Every days, Every engine hours, Estimated cost, Raise a service request when due, Active
Buttons and actions: New, edit, Delete (archives when a work order used it)
Permission needed: fleet.view; fleet.configure

Document types

What it is for: Vehicle and driver document kinds, with country, mandatory flag, alert days and renewal period (non-permit kinds)
List: columns and filters: Code, Document, Arabic name, Group, For, Country, Mandatory, Renews every (months), Order, Active
Buttons and actions: New, edit, Delete (archives when a document uses it)
Permission needed: fleet.view; fleet.configure

Permit types

What it is for: The same register filtered to groups Permit, Cross-border, Customs and Toll
List: columns and filters: As Document Types
Buttons and actions: New, edit, Delete
Permission needed: fleet.view; fleet.configure

Inspection templates

What it is for: Checklists used by Vehicle Checklists; one per inspection kind is supplied, heavy equipment has its own
List: columns and filters: Checklist, Kind, Active (items and categories on the form)
Buttons and actions: New, edit (item editor: Item, Group, photo, remove, + Item), Delete (archives when used)
Permission needed: fleet.view; fleet.configure

Telematics providers

What it is for: A pointer page only: connections and devices are set up on GPS / Telematics
List: columns and filters: Text and one button
Buttons and actions: Open GPS / Telematics
Permission needed: fleet.configure (menu entry); the GPS screen needs fleet.telematics.view

Fuel cards

What it is for: Company fuel cards, linked to a vehicle or driver, with per-fill and monthly limits
List: columns and filters: Card number (shown as •••• 4321), Provider, Vehicle, Driver, Fuel, Monthly limit, Per fill limit, Status, Expiry
Buttons and actions: New, edit, Delete (cancels the card when fills used it)
Permission needed: fleet.fuel.view to see; fleet.configure to change

Cost categories

What it is for: The 14 cost categories (Fuel, Maintenance, Tyres, Insurance, Registration, Lease, Rental, Toll, Parking, Fines, Cleaning, Accessories, Depreciation, Other)
List: columns and filters: Code, Name, Arabic name, Order, Active (Expense account code on the form)
Buttons and actions: New, edit, Delete (always switches off)
Permission needed: fleet.view; fleet.configure

Alert rules

What it is for: Who is told about what, and how many days before expiry (14 rules supplied)
List: columns and filters: Rule, When, Days before, Tell people with, Tell the driver, Active
Buttons and actions: New, edit, Delete
Permission needed: fleet.view; fleet.configure

Approval rules

What it is for: Which actions need a second person, from what amount, and who may approve (supplied: Work orders from AED 5,000, Pool reservations, Fine recovered through salary, Vehicle disposal, Fleet expenses from AED 2,000)
List: columns and filters: What, Rule, From amount, Approved by, Active
Buttons and actions: New, edit, Delete
Permission needed: fleet.view; fleet.configure

Country profiles

What it is for: GCC country data: plate regions and toll providers (UAE, Saudi Arabia, Oman, Qatar, Bahrain, Kuwait supplied)
List: columns and filters: Country code, Country, Toll providers, Active (plate regions, notes on the form)
Buttons and actions: New, edit, Delete
Permission needed: fleet.view; fleet.configure

Toll and parking accounts

What it is for: Salik / Darb tags, parking permits and cards with balances and low-balance warning
List: columns and filters: Kind, Provider, Account, Tag / permit, Vehicle, Balance, Expiry, Status
Buttons and actions: New, edit, Delete (switches to Inactive when used)
Permission needed: fleet.view; fleet.configure

Other lists

What it is for: Four small lists on one page: Body Types (11), Violation Types (9), Insurance Coverage Types (4), Service Request Types (8)
List: columns and filters: Each: Code, Name, Arabic name, Order, Active
Buttons and actions: New, edit, Delete (removed for good)
Permission needed: fleet.view; fleet.configure

Fleet settings

What it is for: Company-wide thresholds, defaults and whether fleet costs post to the ledger
List: columns and filters: Form with 15 settings and, when posting is on, an account code per cost category plus card and cash
Buttons and actions: Save
Permission needed: fleet.view to open; fleet.configure to save

Applications > Fleet

Feature switches and field rules

What it is for: Turn whole areas of Fleet off (Reservations, Trips and daily logs, Fuel, GPS and telematics, Tyres and batteries, Fines accidents and claims, Leases) and hide or require VIN, chassis number, engine number, vehicle department and police report number
List: columns and filters: One switch per area with its help text; field rules Hidden / Required
Buttons and actions: Switch on / off; set a field rule
Permission needed: Company administrator (platform configuration screen)

Updated 3 October 2026