Fleet Management

Fleet Management is a Business-tier module that extends Assets with a dedicated layer for rolling equipment: cars, vans, light & heavy trucks, forklifts, construction equipment, trailers, buses and motorcycles. Each vehicle is still an Asset under the hood — but with a richer profile (VIN, license plate, fuel type, capacities) and automatic odometer + engine-hour meters wired in for mileage-based PM.

When to use Fleet

Use Fleet whenever the equipment moves on its own power and you need to track mileage, fuel, or driver assignments. Stationary equipment (production lines, HVAC, electrical, plumbing, buildings) stays in the standard Assets module.

Register a vehicle

1. Open the Fleet section from the sidebar (under ASSETS & LOCATIONS)
2. Click the '+ Add vehicle' button (top right)
3. Fill the Basics card: name (required) + vehicle type + fuel type
4. Add identification details if you have them: VIN, license plate, brand, model, year, color, first registration date
5. Capture capacities for trucks/heavy equipment: PTAC, PMA, seating, payload, tank capacity
6. Save — the asset is created with category 'Vehicles' and two meters are automatically attached

Automatic meters

Every vehicle you create gets two ready-to-use meters attached to it:

Submit readings from the vehicle detail page (Open in Assets → Meters tab) or via QR code scan in the field. Mileage-based PM trigger every 10 000 km or 250 engine hours, whichever comes first — define it in Preventive.

Permissions & roles

Fleet uses the standard CMMS RBAC system. Four permissions are seeded by default on the system roles:

Custom roles (e.g. SHIFT_LEADER, QC_INSPECTOR) start without Fleet access. An admin can grant fleet:read / fleet:create / fleet:update / fleet:delete via /people/roles.

Data visibility

Vehicles follow exactly the same visibility rules as standard Assets — they respect the company's data scope (ALL, TEAM, ASSIGNED), location subtree restrictions and multi-team assignment. A technician with TEAM scope only sees vehicles assigned to their team. This applies to the Fleet list; booking follows its own, wider rule — see "Who can book which vehicle".

Business tier

Fleet Management is included in the Business tier ($99/mo, Founding $49). Starter and Core tenants see the upgrade card when they navigate to /fleet. Vehicle profiles you create on Business are preserved if you later downgrade — only writes are blocked, reads keep working.

Fuel log & consumption

Track every pump visit and let FreeMaint compute fuel economy automatically. Each fuel entry feeds the vehicle's l/100km consumption, both over a rolling 30-day window and all-time. If you fill in the odometer, the reading is auto-pushed to the vehicle's ODOMETER meter (with the same monotone guard as standard meter readings).

1. Open the vehicle detail page from /fleet/:id
2. Scroll to the "Fuel" card and click "Add fuel entry"
3. Fill volume (litres) — required; price per litre is optional and gives the cost of each fill, which feeds the fleet's fuel spend
4. Fill the odometer reading at the pump — strongly recommended, auto-syncs the ODOMETER meter
5. Optional: station name, payment method, receipt photo URL, notes
6. Save — the rolling summary refreshes; from the second entry onwards, l/100km is computed tank-to-tank

The l/100km consumption is recomputed on every read — never stored — so editing or deleting an entry instantly fixes the summary. If the odometer reading is regressive (lower than the latest stored), the meter sync logs a warning and skips, but the fuel log itself is still saved.

Driver profiles

Record every driver, whether or not they use FreeMaint. A driver record holds the licence number, the classes held (pick several — B, C and CE together, for example), the issue and expiry dates and the issuing authority. A driver does NOT need a login: creating one from Fleet makes a record with no email and no password, which costs nothing because every plan allows unlimited users.

1. Open Fleet > Drivers from the sidebar and click "New driver"
2. Enter the name, pick a role, then the licence number, classes and expiry date
3. Save — the person appears in the list straight away and can be assigned to a vehicle
4. For an existing FreeMaint user, open their page from /people/users/:id and use the "Driver profile" card instead
5. Entering many drivers at once? Use People > Invite > Import: a row with neither an email nor a username creates the same kind of record

Changing the expiry date re-arms the alert cron (30/15/7-day warnings are sent again). Equipment authorisations that are not driving licences — forklift, CACES, ADR, electrical clearance — belong in People > Qualifications, which stores the issuing authority, a reference number, a scan of the certificate and its own reminders. On Fleet ▸ Drivers, the search box finds a driver by name, e-mail, licence number or job title — capitals and accents do not matter — and combines with the expiry filter.

Vehicle documents

Centralize every paper a vehicle needs: insurance, registration, technical inspection (CT), tax sticker, low-emission sticker, operating permit. Each document carries an issue date, expiry date, provider, policy/serial number, free-text notes — and the scan itself: attach a PDF or a photo (25 MB) and it opens right inside FreeMaint, no download needed. You can also define your own document types (quote, invoice, condition report, repair…) in Company settings ▸ Categories ▸ Vehicle document types — the seven built-in ones stay available alongside yours.

Documents are sorted by expiry date ascending — the most urgent renewal is always on top, and permanent papers (a registration card never expires) sit at the end. A red "Expired" badge shows up automatically when the expiry passes. Editing the expiry date resets the alert state, so the daily cron will warn you again at the new 30/15/7-day windows. To find one paper among hundreds, use Fleet ▸ Documents: filter by document type, search a plate or a provider, and open the scan straight from the list. Already-expired documents stay visible in every window — they are the ones you need to act on. Invoices, reports and any other file go in the vehicle's Files section: uploaded there, they are linked to the vehicle and also appear in the asset's Files tab. The amount of an invoice is recorded on the work order, under Additional costs. The Status filter keeps only the documents that are expired or failed, or those due soon (expiry windows from 7 to 90 days); the document tiles of the Fleet dashboard open this page with the matching filter already set. A date entered by mistake can be removed: empty the field and save.

Recording an inspection result

A technical inspection has an outcome, not just an expiry date — and a vehicle can be within its date and still have failed. When you add or edit a vehicle document, set Inspection result so the fleet screens tell the truth about that vehicle. The field appears only on a technical inspection and on document types you created yourself; papers that can neither pass nor fail, such as a registration card, do not show it.

Tick "This is a re-test" for a second inspection following a failed one. Passing a re-test is what clears the vehicle — the most recent inspection is the one that counts. For a failed inspection, set the expiry date to your repair deadline: the existing countdown then tracks the time you have left. You can also sort the fleet list by Status to bring the vehicles that are off the road to the top, and add the Documents column to the table view to see the same badge the grid cards show.

Expiry alerts

A daily cron at 04:00 UTC scans every driver licence and vehicle document and fires alerts 30, 15, and 7 days before the expiry date. Alerts land in the bell (in-app), mobile push, and email — admins choose which channels via /settings/notifications.

Default recipients are ADMIN + MANAGER roles, plus the driver themselves on licence alerts. Configure recipients and channels per event at /settings/notifications under the "Fleet Management" category. Past-due rows are surfaced via UI badges but not re-spammed by the cron.

Fines

Traffic and parking fines have their own register, separate from documents: Fleet ▸ Fines, and a Fines card on each vehicle page. Record when the offence happened (date and time), the driver, the amount, the notice number, who issued it and the scan of the notice. As soon as the vehicle and the time are filled in, FreeMaint proposes the driver who had booked the vehicle at that moment. A fine stays orange (“To pay”) until you tick Paid and enter the date and who paid — the company or the driver.

• Fleet ▸ Fines opens on “To pay” and shows how much is still owed
• Search by plate, driver or notice number
• A fine with nobody assigned shows “Driver to designate”
• Only people with the fleet:update permission see fines — they are personal data about offences

Already filed fines as a custom document type? Re-enter them in Fleet ▸ Fines, then delete the old documents and, if you no longer need it, the custom type.

Fleet dashboard

A single read-only page at /fleet/dashboard surfaces fleet-wide operational state in one bundled payload. Six KPI cards — vehicles, off the road, documents expiring, licences expiring, fuel spend and average consumption — sit above two lists: upcoming expiries (vehicle documents and driver licences, sorted by date) and the top 5 spenders of the last 30 days. Most cards are clickable and open the matching list already filtered.

1. Open Fleet from the sidebar then click the Dashboard button in the header
2. Read the KPI row: 'Off the road' counts vehicles in the garage or out of service, and the red 'Docs past due' tile counts the vehicle documents whose current version is expired or whose inspection failed — click it to open Fleet ▸ Documents filtered on exactly those documents. The '+N past due' sub-line under 'Docs expiring' only appears if you hide that tile
3. Click a KPI card to open the list it summarises — 'Off the road' opens the vehicles in maintenance, 'Docs expiring' opens the documents that need renewing
4. Each row in Upcoming expiries shows the licence plate, the site the vehicle is assigned to and the exact expiry date; click it to drill into the vehicle (documents) or the person (licences)
5. Use the Sections menu to hide any card or block you do not use — for example the two fuel cards if your fuel is managed outside FreeMaint — the vehicle page has the same menu, with Meters (odometer, engine hours) and Maintenance (open work orders, next preventive maintenance) as two separate sections

The Sections menu is per person, not per company: hiding the fuel cards changes nothing for your colleagues, and nothing is hidden by default. 'Off the road' counts only vehicles whose status is In maintenance or Out of service — a vehicle marked Degraded is still on the road and is deliberately not counted. Fleet-wide average consumption is weighted by distance (total litres ÷ total kilometres × 100), never the simple mean of per-vehicle averages. The upcoming-expiries list defaults to the next 30 days; switch it to 60 or 90 with the selector on the card, and your choice is remembered. Fuel figures always cover the last 30 days, because they are a rolling average rather than a deadline.

Past-due documents

Whenever something is overdue, a 'Past-due documents' list appears above Upcoming expiries. It lists the vehicle documents already expired or whose inspection result is unfavourable, and the expired driving licences, most overdue first (failed inspections at the top), each with the number of days it is overdue. 'View all' opens Fleet ▸ Documents filtered on the expired or failed documents; the 'View all' of Upcoming expiries opens the documents due within the chosen horizon. Only the current version of a document counts: once a document has been renewed, it no longer appears. The 'Docs past due' tile and this list can both be hidden from the Sections menu.

What's coming next

• Deferred until a concrete client signal: fuel-card integrations and telematics import (Samsara / GeoTab / generic GPS) — each requires a specific provider choice

GPS / IoT telematics integration (Samsara, GeoTab) is intentionally not on the roadmap — we focus on the operational tracking side, not the hardware.

Finding a vehicle in a large fleet

The Filters card on the Fleet list narrows the whole fleet, not just the page on screen — the count and the pagination follow the filter.

Booking a vehicle and seeing when it is free

Each vehicle page has an Availability section: whether the vehicle is free right now, and its next 30 days — bookings, declared unavailability, and planned maintenance, which is read automatically from the vehicle's scheduled work orders and preventive plans, so nobody types a garage slot twice. The Fleet list shows it too: a vehicle in use carries a badge saying who has it and until when, and on the vehicle page each booking shows its remarks.

1. Open the vehicle from /fleet and find the Availability section
2. Click 'Book this vehicle', then choose the start, the end and the reason
3. If the vehicle is already booked, the dialog names who has it and when — pick another slot or another vehicle
4. If maintenance is planned during that period you are warned; tick 'I know — book it anyway' to confirm
5. Managers can book for someone else, or use 'Declare an unavailability' for a vehicle lent to another site or at the garage
6. Open Fleet > Planning: one row per vehicle over 7, 14 or 28 days (your choice is remembered), each showing the plate, the vehicle type and its site. Filter by site (a site includes its sub-locations) and by vehicle type — the two combine — and use the 'Free from … to …' filter to keep only the vehicles free over the whole period. Colours: bookings in blue, unavailabilities in grey, work orders in amber, preventive maintenance in green, off the road in red Each row also shows the make, model and year. Choosing a 'Free from' date moves the Planning to that week and highlights the days of the free period. To compare a few vehicles, pick up to 10 in the vehicle selector.
7. The Planning always starts on a Monday: the arrows move one week at a time, 'Today' brings you back to the current week, and the week number and the dates of the period are shown next to them. The month is written above the first day and above every 1st of the month The day header and the vehicle column stay in place while you scroll. The Planning lists 50 vehicles at a time, sorted by name: 'Show more' at the bottom adds the next ones.
8. To book without opening a vehicle, click 'Book a vehicle' at the top of the Planning and choose the vehicle in the dialog. If the 'Free from … to …' filter is set, the dialog starts on those dates and only offers the vehicles free over them. In the vehicle list (/fleet), the calendar icon on each card or row books that vehicle directly
9. On the Fleet dashboard, the 'Available now' tile counts the vehicles free at this moment and opens the Planning

Booking for yourself needs the 'Book vehicles' permission, given by default to every role that sees Fleet; booking for someone else and declaring an unavailability need the Fleet 'update' permission. The person is notified when a vehicle is booked in their name or that booking is cancelled. On the mobile app, a vehicle's asset page has the same Availability section and a Book button, and your bookings appear in your Calendar. A cancelled booking stays in the history.

Departure and return checks

If the vehicle has a pre-use check (an inspection template set to 'Each time the equipment is used'), the check completed by the person holding the booking is attached to it automatically: the first one is the departure check, the next one the return check. The booking then shows both reports, their failed items and the kilometres driven between them, taken from the odometer reading items. When you scan the vehicle, the app tells you whether you are doing the departure or the return check.

End date unknown: “until return”

When a vehicle leaves without a known return date (a loan to another site, a stay at the garage), tick “End date unknown — until return” instead of choosing an end, on a booking as on an unavailability. The vehicle then reads “since … · until return” on the Planning, on the vehicle page and in the app, and stays blocked until it comes back: the return check ends the booking at that moment, and “End now” (on the booking row, or in My bookings in the app) ends it by hand when no return check is done. The same people who can cancel the booking can end it.

An “until return” booking blocks the vehicle for 92 days at most: past that date it ends by itself. To book the same vehicle in the meantime, end it first or give it an end date.

Naming the driver from a shared tablet

If staff book vehicles and do their departure and return checks on a tablet that stays signed in with one shared account, each booking and each check can still name the person who drives. Pick the driver from the drivers list (people on it do not need a login) or add them on the spot with a first and last name. The driver becomes the holder of the booking and is shown as 'Driver' on the check and its PDF; 'Inspected by' still shows the account that was used.

1. In the role settings (/people/roles), open the role of the shared account and tick 'Name the driver (shared device)', in addition to booking vehicles and running inspections
2. On the Drivers page (/fleet/drivers), in 'Adding drivers from a shared device', choose the role given to people added from the tablet. Leave it on 'Off' to allow only drivers already on the list
3. On the tablet, choose the person in the 'Driver' field when booking, and in the 'Driver' field at the top of the departure or return check. Type a name that is not on the list to add that person
4. Bookings made from the tablet can be changed or cancelled from the same account

Booking a vehicle for a site

Managers (Fleet 'update' permission) can book a vehicle for a site — a residence, a department — before knowing who will drive it: in the booking dialog, choose the site under 'For a site' and leave 'For' empty ('To be designated at departure'). The Planning then shows '[site] · to be designated'. The first person who completes the vehicle's pre-use check (the departure check) during the booking automatically becomes its holder; the return check is then attached to that same booking as usual, so the departure and return reports and the kilometres driven work exactly as for a personal booking. Nobody is notified until a driver has been designated. People who can only book for themselves cannot book for a site.

The driver on a vehicle work order

A work order on a vehicle has a 'Driver' field: who was at the wheel, which is what damage, fines and insurance claims ask. You normally do not type it: when the work order is created it is filled with the holder of the booking in progress on the vehicle, and a corrective work order raised by a departure or return check takes the holder of that booking. You can change or clear it in the work order form, and drivers without a FreeMaint login (Fleet > Drivers > New driver) can be chosen too. The field only appears when the asset is a vehicle; a work order created for several assets at once has no driver. The driver is shown on the work order page and in the mobile app.

Who can book which vehicle

Anyone whose role can book vehicles (fleet:book) or manage the fleet (fleet:update) sees and books every active vehicle on the Fleet planning and in the mobile app — even when the role only sees its assigned equipment, like an Operator. With department-based access, only the vehicles of the user's sites are offered. Retired vehicles are never bookable. A vehicle outside the user's equipment visibility shows only its name, plate, make, model, site and availability, with no link to its asset page. "My bookings" always lists the user's own bookings.

Fleet in the mobile app

In the app, open More → Fleet. Search by name or plate and switch between All, Available now (free for the next 30 minutes) and My bookings. Each row says whether the vehicle is available, booked, unavailable or in maintenance, and until when. Tap a vehicle to see its availability and book it; tap one of your bookings to cancel it. Scanning a vehicle's QR code offers "Book this vehicle". Booking needs a connection.