Features

Get an at-a-glance overview of your entire fleet. The main dashboard provides four key summaries: **Total Vehicles**, **Operational & Allocated** (vehicles ready for work with a driver), **Spare** (vehicles ready for work without a driver), and **Unavailable** (vehicles marked as VOR or in Maintenance). The dashboard also features a live **Warnings** panel, highlighting critical issues such as VOR defects, overdue maintenance, new damage reports, and drivers assigned to non-operational vehicles. Each warning can be acknowledged, which for some (like new damage) will hide it from view, and for others (like driver assignments) will log the acknowledgement for auditing purposes.

Empower your team with a step-by-step digital form to perform daily walk-around checks, accessible via the **Perform Check** tab. This form guides them through inspecting each section of the vehicle (Front, Nearside, Offside, Rear, Interior), reporting damage with photos, and completing roadworthiness declarations. All checks are geotagged and timestamped for a complete audit trail. Managers can view all historical checks via the **All Checks** tab, which features powerful filtering options. You can filter checks by vehicle registration, date range (e.g., last 7 days, last 60 days), the user who performed the check, the type of check (Driver or Audit), the final status (Roadworthy or VOR), and whether new damage was reported.

From the **Users** tab, Owners and Admins can create and manage accounts for their team. You can assign roles (Admin, Auditor, Driver) to control permissions, ensuring users only have access to the features they need. The user list can be filtered by role (e.g., show all Drivers) and status (Active or Archived). From this screen, you can edit user details, send a password reset email, archive users who leave the company (retaining their historical data), and permanently delete users if required.

Maintain a central database of all your vehicles in the **Vehicles** tab. You can add new vehicles, edit existing ones, and assign drivers. The main vehicle list provides powerful filtering options: filter by status (Active or Archived), by operational status (Operational, Maintenance, VOR), and by assignment status (Assigned or Unassigned). This allows you to quickly find, for example, all unassigned, operational vehicles to allocate to a driver.

Export key operational data for your own records or for external analysis. You can generate CSV files from the **Users**, **Vehicles**, **All Checks**, **Acknowledgement Audit Trail**, and **Maintenance** pages. The exported data will respect any filters you have applied on the screen, allowing for precise data extraction.

Take control of your vehicle maintenance from the **Maintenance** tab. Schedule one-off or recurring jobs, track their status from 'Planned' to 'Completed', and upload supporting documents like invoices or quotes. The page is organized into tabs for 'Current', 'Scheduled', and 'Completed' jobs. A vehicle's status is automatically updated to 'Maintenance' on the dashboard when a job becomes 'Due' or 'Underway'. You can filter the schedule by vehicle registration and by date range (e.g., next 7 days, last 14 days).

A comprehensive calendar system for planning shifts, accessible via the **Rota** tab. Managers can view the entire team's schedule, create new shifts, and assign them to workers. Workers receive these shifts as 'Pending' and can 'Accept' or 'Reject' them. Workers can also set their own unavailability for specific dates, which automatically cancels or rejects any conflicting shifts. The management view includes filters by worker name, role, and availability, and the calendar can be viewed in 1, 3, or 7-day layouts. On the 1-day view, managers can also filter to see only 'Accepted' shifts.

Maintain a legally robust audit trail, accessible from the **Acknowledgement Audit Trail** tab. Every time a manager acknowledges a critical warning on the dashboard, the action is logged with a timestamp and user details. This data can be filtered by the type of warning, the user who acknowledged it, and by date range, and can be exported to CSV for compliance purposes.