End-to-end workflows
How work moves through Fleet from start to finish, who does each step and what the system does in response.
On this page (9)
New vehicle to driver on the roadPool vehicle reservation with two-person approvalDay of driving: trip, fuel, anomaly review, card statementService request to completed work order (below approval limit)Large work order: approval, outside garage purchase order, completePreventive maintenance due to compliance renewalTraffic fine recovered through salaryAccident to insurance claim to money receivedBreakdown, total cost of ownership and vehicle disposal
New vehicle to driver on the road
Who: Fleet coordinator (COORD), HR employee with a user, driver (DRV)
| # | What the person does | What the system does |
|---|---|---|
| 1 | COORD: Fleet > Vehicles > New Vehicle: plate 'A 12345', Dubai, model Hilux, branch Dubai; Save | Vehicle VHC-... created Available; opens in Vehicle 360; duplicate plate + emirate is refused |
| 2 | COORD: Vehicle 360 > Upload Document: Registration / Mulkiya expiring 2026-11-30; Insurance policy 2026-01-01..2026-12-31 premium 3,200 | Documents tab lists both; red 'Missing for this country' line shows only Vehicle Testing; Insurance cost 3,200 posted |
| 3 | COORD: Fleet > Drivers > New Driver from an HR employee with a driving-licence identifier (expiry 2030-05-01) | Licence number and expiry copied from HR; driver Active; licence data visible because COORD holds fleet.driver.view |
| 4 | COORD: Fleet > Assignments > Assign a vehicle: this vehicle, this driver, Primary, From now | Assignment active; vehicle Assigned with the driver; Vehicle 360 and Dashboard show the driver |
| 5 | DRV: Fleet > My Vehicle (Driver App); Pre-Trip Check with Brakes Not OK | Vehicle card shows the assigned vehicle; failed item raises a service request (source Inspection) visible in Service Requests |
| 6 | DRV: Start Trip with odometer 50,000 then Fuel Entry 48 L at 2.85 | Trip Started, vehicle In use; fuel fill 136.80 saved against the vehicle and driver; Dashboard counts update |
| 7 | COORD: End the assignment with Odometer at return 50,320 | Assignment Ended; vehicle Available; odometer 50,320 recorded as a reading with source Assignment |
Pool vehicle reservation with two-person approval
Who: Employee E (fleet.view + fleet.log), coordinator C (fleet.assign)
| # | What the person does | What the system does |
|---|---|---|
| 1 | E: Fleet > Reservations > Book a vehicle: category Car, pickup tomorrow 08:00, return 17:00, destination JAFZA | Reservation Requested; C is notified; E cannot approve it (default rule needs fleet.assign) |
| 2 | E: try Approve on own booking (API or if the button shows) | Refused 'You cannot approve this.' |
| 3 | C: open Reservations; choose a free car; Approve | Reservation Reserved with the chosen vehicle; E notified; an overlapping booking of the same car is refused 'VHC-... is booked then.' |
| 4 | E or driver: Check out with odometer 22,000, fuel 80, pre-trip checklist | Status Checked out; pool assignment made and active; vehicle In use; checklist stored as an inspection |
| 5 | Driver: Return with odometer 22,180, Damage 'Scratch rear bumper' | Status Returned; distance 180 km; assignment ended; vehicle Available; a Body damage service request is raised from the return |
| 6 | Coordinator: Maintenance > Service Requests > Create work order on that request | Work order made and linked; request 'Work order created' |
Day of driving: trip, fuel, anomaly review, card statement
Who: Driver (DRV), fuel controller (fleet.fuel.view + fleet.edit), coordinator
| # | What the person does | What the system does |
|---|---|---|
| 1 | DRV: Start Trip (odometer 45,000), End Trip (45,600, toll 8, parking 10) | Trip Completed with 600 km, fuel and toll / parking costs; cost per km shown |
| 2 | DRV: Fuel Entry 90 L (tank 60 L), full tank, odometer 45,600 | Fill saved but flagged Potential anomaly (more litres than the tank holds); shows under 'Potential anomalies - needs review' |
| 3 | DRV tries Clear on own fill (API); fuel controller opens Fuel > Potential anomalies | Driver refused 'Somebody other than the person who entered it reviews it.'; controller sees the fill |
| 4 | Controller: Ask the driver on one fill; Clear on another | Queried: driver notified 'Please confirm fuel entry ...'; cleared fill leaves the review queue |
| 5 | Coordinator: Fuel Card Statements > Import statement (paste CSV: card 9988776655444321, 49 L, 142.50, 07:45) | Line Matched to the fill when litres and amount agree; card shown as '•••• 4321'; a mismatch shows Difference |
| 6 | Coordinator: Record as fill on an Unmatched line; Ignore another | Fill created and line Matched; ignored line leaves the Unmatched tab |
Service request to completed work order (below approval limit)
Who: Driver (reports), coordinator, workshop user (SHOP), stock keeper
| # | What the person does | What the system does |
|---|---|---|
| 1 | DRV: Driver App > Report Issue 'AC not cooling', High | Service request NEW source Driver; shows in Service Requests > Open |
| 2 | COORD: Service Requests > Approve; then Create work order (service Air conditioning) | Request Approved then 'Work order created'; WO draft opens linked to the request and vehicle |
| 3 | SHOP: add part 2 x 45 from stock, labour 1.5 h x 120, outside work 1 x 250; Save; Submit | Parts 90.00, Labour 180.00, Outside 250.00, Total 520.00; below AED 5,000 so straight to Approved |
| 4 | SHOP: Schedule 2026-10-05; Start work; Issue parts from stock (10 on hand at cost 40) | Scheduled then In progress, vehicle Under Maintenance; stock issue journal 80.00 (2 x 40, not 45); on hand 8 |
| 5 | SHOP: Complete at 15:30 with odometer 50,050 and findings | Completed; downtime from start; reading 50,050 (Service); Maintenance cost line 520.00 on the completion date; vehicle Available; service request Resolved |
| 6 | COORD (fleet.cost.view): Vehicle 360 > Cost Summary and Fleet > Costs | Maintenance cost 520.00 appears once; cost per km updates |
Large work order: approval, outside garage purchase order, complete
Who: Workshop user W, manager M (fleet.workorder.approve), purchasing
| # | What the person does | What the system does |
|---|---|---|
| 1 | W: New Work Order for an External Garage, vendor Test Garage LLC, outside work 5,000 + labour 1,200 (total 6,200); Save; Submit | Status stays Draft, 'Waiting for approval'; M and other approvers notified 'Approve work order WO-... (6200.00)' |
| 2 | W: try Approve on the same work order | Refused 'You cannot approve this.' (W lacks the permission) or 'Somebody other than the person who asked has to approve it.' (W holds it) |
| 3 | M: open the work order; Reject with reason; W edits and Submits again | Rejected: stays Draft and Submit shows again; resubmit asks again |
| 4 | M: Approve | Approved by M; Schedule and Start work appear |
| 5 | W: Raise purchase order | Purchase order to the vendor with the not-from-stock lines, VAT 5%, vehicle and plate in the notes; second press refused 'This work order already has a purchase order.' |
| 6 | W: Start work, then Complete with odometer | Completed; cost line 6,200 minus nothing posted twice (outside work is on the vendor's bill, not re-posted); TCO of the vehicle rises accordingly |
Preventive maintenance due to compliance renewal
Who: Fleet manager, coordinator, daily clock
| # | What the person does | What the system does |
|---|---|---|
| 1 | Manager: Vehicle with plan Oil change every 10,000 km / 180 days, last done at 40,000 km; record odometer 49,600 then 50,050 | Preventive Maintenance board: Due soon at 49,600, Overdue at 50,050 (due at 50,000) |
| 2 | Daily scan runs (next Dubai midnight or staging tick) | One service request SRQ-... from Maintenance Plan, High priority when overdue; Dashboard Maintenance Due lists the vehicle |
| 3 | Coordinator: Create work order from that request and complete it | Open request raised by the plan is Resolved; plan's 'last done' resets to the completion odometer and date |
| 4 | Coordinator: Compliance > Registration: Mulkiya expiring in 18 days; check Dashboard and Calendar | Status Expiring soon, Days left 18, alert in Recent Alerts and a Document renewal entry on the calendar |
| 5 | Coordinator: press Renewing; later Renew with fee 450 | Renewal in progress then a new document issued from the old expiry for 12 months; fee 450 as a Registration cost; old one hidden from lists |
| 6 | Coordinator: Compliance > Insurance: new policy for the next year | Vehicle 360 Insurance Expiry moves to the new policy; premium posted as an Insurance cost |
Traffic fine recovered through salary
Who: Coordinator (fleet.edit), manager (fleet.fine.approve), HR (hr.employee.view)
| # | What the person does | What the system does |
|---|---|---|
| 1 | Coordinator: Compliance > Fines > Record a fine: VHC-..., 2026-09-28 22:15, Speeding, DP-TEST-0001, AED 600, Shared, Recover through salary, driver blank | Driver found from the assignment at that time; driver share 300.00; Salary deduction Pending approval; approvers notified |
| 2 | Coordinator: record the same authority and reference again | Refused 'This fine is already recorded as FIN-...' |
| 3 | Coordinator: try Approve deduction on own fine | Refused (no approver permission), or 'Somebody other than the person who asked has to approve it.' if the coordinator holds it |
| 4 | Manager: Approve deduction, period 2026-10 | Deduction Queued for 2026-10; HR users notified 'Payroll deduction 300.00 for <driver> (2026-10)' |
| 5 | Manager (fleet.fine.approve): Deducted by HR after payroll takes it | Deduction state Deducted; the fine can no longer be edited 'A fine already recovered from salary cannot be changed.' |
| 6 | Coordinator: Paid | Payment Paid; the fines cost line is 600 - 300 = 300.00 on the vehicle |
Accident to insurance claim to money received
Who: Driver (reports), coordinator, manager
| # | What the person does | What the system does |
|---|---|---|
| 1 | DRV: Driver App > Report Accident (injuries ticked, estimate 8,000, police report DXB-POL-TEST-1) | ACC-... Open; High Body damage service request; alert 'Accident: VHC-... - injuries reported' to accident viewers |
| 2 | Coordinator: Compliance > Accidents > Insurance claim | Claim CLM-... draft with estimate 8,000 and the live policy linked; accident Claim submitted; a second claim is refused 'This accident already has a claim.' |
| 3 | Coordinator: Accidents > Repair work order (Body work, External Garage); complete it as per the work order flow | Accident Repairing; repair cost 8,000 posted as a Maintenance cost when the work order completes |
| 4 | Coordinator: Claims > Submit, then Approved 7,000 | Claim Submitted then Approved 7,000 |
| 5 | Coordinator: Money received 3,000 then 4,000 | Received 7,000 in total, status Paid; ONE cost line of -7,000.00 'Insurance recovery' reduces the vehicle's TCO |
| 6 | Coordinator: Accidents > Close | Accident Closed; claim stays visible under Claims |
Breakdown, total cost of ownership and vehicle disposal
Who: Driver, coordinator, manager (approver of disposals, fleet.tco.view)
| # | What the person does | What the system does |
|---|---|---|
| 1 | DRV: Driver App > Breakdown during a trip, recovery needed | Vehicle Breakdown; Urgent service request; alert 'Breakdown: VHC-... at <place>' |
| 2 | Coordinator: Breakdowns > Recovering; Work order; complete the work order with tow cost 350 | Breakdown resolved, 350.00 Tow / recovery Maintenance cost added, vehicle Available |
| 3 | Manager: Vehicle 360 > Costs and Cost Summary; Fleet > Costs > TCO | Fuel, maintenance, insurance, tow, depreciation and cost per km agree with the ledger; the TCO tab needs fleet.tco.view |
| 4 | Coordinator: Vehicle 360 > Sell / scrap / return: Sold, sale value 25,000 (default rule Vehicle disposal from AED 0) | Disposal pending approval; vehicle not yet Sold; approvers notified |
| 5 | Coordinator tries to approve own disposal request | Refused; only a different person with the rule's permission may approve |
| 6 | Manager (fleet.configure): approve the disposal | Vehicle Sold, driver released, off the Dashboard board; its history and costs stay readable |