What this guide covers
The Fleet Management module — a vehicle registry with live GPS tracking, driver key custody, trip history, driver-reported events, service visits, and per-vehicle photos and attachments. 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, in order:
- Vehicles — the card grid of every vehicle you can see, with its status, online indicator, who holds the keys, and the Take keys / Return button.
- Live Map — all your vehicles plotted on a map, updating automatically.
- Events — driver-reported issues (accident, breakdown, dirty, fuel and so on) for triage.
- Reports (fleet report rights) — utilisation, distance and the Off road view.
- Drivers (fleet admin) — the driver register.
- Workshops — the places you send vehicles for service.
- Service Visits — vehicles booked in with a workshop, and the ones currently off the road.
- Accident Reports — accidents involving our vehicles: the police case, the third party, the insurance claim and the finding.
- Assignments (dispatch or fleet admin) — assign a driver to a vehicle and end assignments.
- GPS (health · log · integration) (dispatch or fleet admin) — the GPS console: feed health, the poll log, and the Cartrack connection settings.
- Private Vehicles (fleet 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, event triage (acknowledge / resolve) and the GPS console.
- Fleet admin (FLEET_ADMIN) — full registry management: create/edit vehicles, drivers, GPS setup, and the access list of private vehicles.
- Fleet report (FLEET_REPORT) — read-only access to Fleet → Reports: utilisation, trips, distance and event analytics. Cost columns need a separate permission.
- Multi-custody (FLEET_MULTI_CUSTODY) — an add-on that lets one person hold more than one vehicle's keys at the same time.
- Fleet service (FLEET_SERVICE_MANAGE) — book vehicles in for service and run those visits, without the rest of fleet administration. Dispatch and fleet admin can do this too.
- Fleet accident management (FLEET_ACCIDENT_MANAGE) — record and run accident reports. Dispatch and fleet admin can do this too. Reading a report is narrower than the rest of Fleet, and the cost figures need a finance permission on top.
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, fleet name, make/model/year, GPS device id, status, visibility (public/private), photos and attachments.
- 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).
- Service visits. A vehicle's status is worked out from its open visit, so nobody types "in service" any more.
- Privacy. Sensitive vehicles can be marked private — hidden, including their location, from everyone except a named access list.
Service visits and workshops
- Service Visits — a visit records why the vehicle went, who has the keys, when you expect it back, and the odometer at each end.
- Workshops — the places you send them, each with its own addresses and contacts.
Reports has an Off road view showing how much fleet time is going to the workshop. See Booking a vehicle in for service.
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)
- Booking a vehicle in for service
- Taking a vehicle home
- The vehicle usage policy
- Recording a vehicle accident