Vehicle & Fleet Management
The Vehicle Management module keeps a register of your fleet vehicles, their compliance documents, and service status, and raises alerts as documents or services come due.
At a glance​
fa-truck | Vehicle record | Here is what happens at this step.
fa-file-text-o | Compliance docs | Here is what happens at this step.
fa-cog | Service tracking | Here is what happens at this step.
fa-bell | Alert raised | Here is what happens at this step.
fa-whatsapp | WhatsApp to contact | A WhatsApp message is sent.
fa-pencil | Action? | Here is what happens at this step.
fa-upload | Update vehicle | Here is what happens at this step.
fa-check-circle | Auto-resolve alert | Here is what happens at this step.
fa-times | Dismissed | Here is what happens at this step.
fa-list | Update log | Here is what happens at this step.
Vehicles​
Each vehicle record stores:
- Registration number (unique per vehicle) and vehicle type.
- Compliance documents — insurance, PUCC (pollution certificate), road tax, and fitness certificate. Each holds its own identifier, expiry/validity date, and an uploaded document URL.
- Service tracking — current run (km), last service date, and the run reading at the last service, used to work out how far the vehicle is from its next service.
- Contacts — a primary contact (name and number) and the operators the vehicle is operated by.
- Authority scope — a vehicle can be tied to a specific assigning authority/site, or marked as available for all authorities.
Vehicles can be disabled rather than deleted when they leave the fleet.
Vehicle Types​
Vehicles are grouped under configurable vehicle types, which can themselves be enabled or disabled.
Alerts & Resolution​
The module raises alerts as a vehicle approaches a service interval or as a compliance document nears expiry. Alerts carry a priority and a "days before expiry" value, and a corresponding WhatsApp message is sent to the vehicle's primary contact (see Surgery, Operational Snapshot & Vehicle Alerts).
Open alerts can be resolved or dismissed from the alert log. When a vehicle is updated — for example a renewed document is uploaded — its related open alerts are resolved automatically.
Confirming resolution to the operator​
When an alert is resolved, the vehicle's primary contact is messaged to confirm it, so the operator knows the matter is closed without having to chase it.
Two confirmations are sent, depending on what the alert was about:
| Alert | Message sent |
|---|---|
| Service due or service overdue | Confirms that the service requirement for the vehicle has been completed, quoting the registration number. |
| Compliance document nearing or past expiry | Confirms that the compliance issue on that document has been resolved. |
Both messages name the contact, identify the vehicle and state the status as Resolved.
tip
These confirmations close the loop with drivers and owner-operators. Pair them with the expiry reminders so the same contact hears both that something is due and that it has been dealt with.
Update Logs​
Every change to a vehicle is captured in vehicle update logs, with a diff viewer so you can see exactly what changed and when.
tip
Keep the run-km reading current so service alerts fire at the right time, and upload renewed documents promptly — doing so clears the related expiry alerts automatically.