Fleet Management

What this guide covers

The Fleet Management module — a vehicle registry with live GPS tracking, driver key custody, trip history, driver-reported events, and per-vehicle photos and documents. This page is the map of the whole module: what each screen does, who can use it, and where to go next.

Drivers are mywork users, so every action (taking keys, reporting an event) is recorded against the person who did it.

Where to find it

Open Fleet in the left menu. The submenu items are:

• Vehicles — the card grid of every vehicle you can see, with its status, online indicator, who holds the keys, and the Take keys / Return keys button.
• Live Map — all your vehicles plotted on a map, updating automatically.
• Events — driver-reported issues (accident, breakdown, dirty, fuel…) for triage.
• Drivers (admin) — the driver register.
• Assignments (dispatch) — assign a driver to a vehicle and end assignments.
• GPS Integration (admin) — connect the Cartrack telematics feed.
• Private Vehicles (admin) — manage access to restricted vehicles.

Who can do what

• Fleet user (FLEET_USER) — view public vehicles, their live location and trips.
• Driver (FLEET_DRIVER) — everything a fleet user can do, plus take and return keys.
• Dispatch (FLEET_DISPATCH) — driver assignments and event triage (acknowledge / resolve).
• Fleet admin (FLEET_ADMIN) — full registry management: create/edit vehicles, drivers, GPS setup, and the access list of private vehicles.
• Multi-custody (FLEET_MULTI_CUSTODY) — an add-on that lets one person hold more than one vehicle's keys at the same time.

Administrators have full access everywhere — except they still cannot see a private vehicle's location unless they are personally on its access list (see Private vehicles and access control).

The big picture

• Registry. Each vehicle holds its registration, make/model/year, GPS device id, status, visibility (public/private), photos and documents.
• GPS tracking. Positions are pulled from the Cartrack telematics service on a background schedule and cached locally. The live map and lists always read that cache — they never wait on a live call.
• Key custody. Taking the keys in the app is the authoritative link between a person and the vehicle's movements. Any trip recorded while you hold the keys is attributed to you.
• Usage policy. Before anyone can take keys, they must have signed the current Vehicle Usage Policy (a controlled document in the EDMS module).
• Privacy. Sensitive vehicles can be marked private — hidden, including their location, from everyone except a named access list.

Related guides

• Taking and returning vehicle keys
• Live map and vehicle tracking
• Vehicle details: photos, documents, trips and custody history
• Reporting and triaging vehicle events
• Managing vehicles
• Drivers and assignments
• Private vehicles and access control
• GPS integration setup (Cartrack)