What this guide covers
How a driver reports a vehicle issue — accident, breakdown, dirty, fuel and similar — from the vehicle's page, how that report reaches dispatch without anyone having to go looking for it, and how dispatch acknowledges and resolves it.
Who can do what
- Driver (FLEET_DRIVER) — report an issue against a vehicle, with a description and photos.
- Dispatch / fleet admin (FLEET_DISPATCH, FLEET_ADMIN) — receive the notification, see all reports, acknowledge and resolve them.
Reporting an issue (driver)
When something is wrong with a vehicle:
- Open the vehicle (Fleet → Vehicles → the vehicle) and press Report a problem.
- Choose the type (accident, breakdown, dirty, fuel, other) and the severity, and add a short description.
- Attach photos in the same dialog wherever you can — they speed up triage a lot. Press Submit report.
The report then does three things: it opens its own chat thread so you and dispatch can discuss it, it notifies dispatch straight away, and it is kept against the vehicle with its photos.
You do not need to phone anyone or chase it up. The report is on record the moment you submit it, and the people who can act on it have been told.
Who actually gets notified
Everyone holding fleet admin or dispatch rights is added to the report's thread and notified, with the severity, the type, your name, the vehicle, your description and how many photos you attached. Opening the notification takes them straight to that one report, not to a list they have to search.
Two things worth knowing:
- It is the fleet role that decides this, not being an administrator in general. If someone expects these notifications and is not getting them, they need to be given the fleet admin or dispatch role — ask an administrator to add them.
- Private vehicles are notified more narrowly: only fleet staff who already have access to that particular vehicle are told, because a report can carry photos and a location. The report is never simply dropped — it still reaches someone who can act on it.
Triaging reports (dispatch)
Open Fleet → Events. The page lists reported issues with their vehicle, type, severity, who reported it, when, a short description, photo thumbnails and a status chip.
- Use the Open only / All events toggle to focus on what still needs attention.
- Click a photo thumbnail to open the full image.
- Press Refresh to pull the latest.
- Arriving from a notification shows you just that report, with a Show all events button when you want the full list back.
- The chat icon next to the vehicle opens that report's thread, so you can reply to the driver.
For each report you can:
- Ack — acknowledge an open report. It moves from Open to Acknowledged, and the driver who reported it is told it has been seen. Use it as soon as you pick the report up: on a breakdown the resolve can be days away, and until you ack, the driver has no idea anyone is dealing with it.
- Resolve — mark it handled (confirm in the dialog). Resolved reports drop out of the Open only view and the thread is closed off.
- Accident report — on a report of type accident, opens the formal accident record and carries this report into it. Only fleet managers see it.
Acknowledging the same report twice does nothing further — the driver is not told twice.
An accident needs more than resolving
Resolving a report closes the triage ticket. For a dirty or a fuel report that is the whole story. For an accident it is not: there is still a police case, possibly a third party and an insurance claim, and a repair to book.
On an accident report, press Accident report on the triage row. That opens the formal record and carries the vehicle, the reporter, your description and the GPS position straight across, so nobody retypes it days later from memory. Pressing it twice is safe — you land on the record that already exists.
That record is a fleet record, not a disciplinary one, and it does not become one by itself. See Recording a vehicle accident.
Status meanings
- Open — newly reported, nobody has picked it up yet.
- Acknowledged — seen by dispatch, being dealt with.
- Resolved — closed out.
Severity
Severity is shown as a coloured label (high / medium / low) so the most urgent issues stand out at a glance, and it is repeated in the notification. Use it to decide which vehicles to pull from service first.
The thread is the record
Report, acknowledge and resolve all post into the one thread, each line naming who did it and when. That thread is the history of the issue — and for the acknowledgement it is the only record of who picked it up, so keep the conversation there rather than in a private message.