Fleet Management — fleet management software for the UAE and Saudi Arabia
Fleet Management is for companies that run vehicles and need to know which vehicles they have, who is accountable for each one and whether its registration, insurance and the driver's licence are still valid. It replaces the vehicle spreadsheet, the paper handover form and the reminder in someone's diary. Drivers are the driving side of your HR employees, handovers stay on record, and reminders go out when the expiry check runs. Fuel, maintenance, trips, tolls, fines, inspections and live tracking are not part of the product today.
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Step-by-step guides for every role
122 features in 17 areas · works with 10 other modules · 11 team workflows
Full feature list
Vehicle register
One record for every vehicle you run, owned, leased, rented or driven by an employee, found by plate or chassis number.
- Vehicle register with search and filters — Every vehicle in one list with plate, make and model, category, fuel or energy type, how it is held, status, current driver, depot, odometer and next paperwork expiry, plus chassis number and cost centre. Search by plate, chassis number, make, model or depot, then sort, group (for example by depot) and filter.For: Fleet manager, Dispatcher, Workshop manager, Technician, Safety officer
- Add a vehicle in one form — Enter the plate, category, fuel or energy type and how the vehicle is held, then add make, model, year, chassis number, depot, insurer, lessor, cost centre and notes if you have them. Colour, body type, seats, weight and acquisition details are added later from Edit. Nothing else is required.For: Fleet manager, Dispatcher
- Six vehicle categories — Light vehicle, heavy vehicle, bus, trailer, equipment and motorcycle. The category decides which driving licence classes may be handed the vehicle.For: Fleet manager, Dispatcher
- Seven fuel and energy types — Petrol, diesel, hybrid, battery electric, plug-in hybrid, natural gas and hydrogen, so a mixed or electrifying fleet is described correctly from the start. The hub shows the split.For: Fleet manager, Dispatcher
- Owned, leased, rented or employee-owned — Record how each vehicle is held. A leased or rented vehicle points to its lessor and an insured one to its insurer, picked from your shared Contacts & Partners list or created from the picker, so a company is never typed twice.For: Fleet manager, Dispatcher
- Plate that cannot be entered twice — The plate is compared ignoring case, spaces, dots and dashes, so A-14782 and A 14782 are one plate. The same plate in the same region is refused and the message names the vehicle already holding it. The same plate in a different or blank region is refused until you confirm it really belongs to another emirate or region.For: Fleet manager, Dispatcher
- Chassis number (VIN) checked and unique — A chassis number must be exactly 17 characters and can belong to only one vehicle in your register, archived vehicles included. A 16-character typo is stopped before it becomes a duplicate.For: Fleet manager, Dispatcher
- Plate region picked by name — Choose Dubai, Abu Dhabi, Riyadh or another region from a list instead of typing it, so Dubai, dubai and DXB can never become three regions. Lists show the plate with its region, such as A 14782 · Dubai, and the Arabic name on an Arabic screen.For: Fleet manager, Dispatcher
- Depot picked from your work locations — Choose the depot a vehicle is based at from the work locations already set up in Time & Attendance, then group and filter the register by depot. Without that module, or without permission to see work locations, the depot is a typed name.For: Fleet manager, Dispatcher
- Cost centre and tracking device number — Keep the cost centre each vehicle is charged to and the number of the tracking device fitted to it. The device number is a stored reference only; Fleet does not read live positions from trackers.For: Fleet manager, Dispatcher
- Technical details — Record year, colour, body type, seats and gross weight from the vehicle's Edit form, and fuel tank size and engine hours through import or the Copilot, with free notes. Each number has a sensible limit, so a model year of 1800 or a negative weight is refused with a sentence that names the field.For: Fleet manager, Dispatcher
- How and when a vehicle was acquired — Enter the date it became yours, the purchase cost and the currency (a three-letter code such as AED or SAR). Fleet keeps the figures with the vehicle and says plainly that it posts nothing to the ledger, so Finance records the asset.For: Fleet manager, Dispatcher
- Complete Edit with a collision check — Edit a vehicle's details in three groups: the plate and what it is, where it is based and who stands behind it, and how it was acquired. If a colleague saved the vehicle after you opened it, your save is refused with a message to reload instead of silently overwriting their change.For: Fleet manager, Dispatcher
- Archive and restore a vehicle — Archive a vehicle that has left the fleet: it is hidden from the register, its plate is free to be used again and its history stays readable. Archiving is refused while a driver still holds the vehicle. Restore it from the Archived filter; the restore is refused, naming the other vehicle, if the plate has been taken in the meantime.For: Fleet manager
- Archive several vehicles at once — Tick vehicles in the register and archive them together. Fleet archives them one by one with the same checks as a single archive, then says how many succeeded and gives the reason for the first refusal.For: Fleet manager
- Previous and next record on a page — Open a vehicle or a driver and step to the next or previous record in exactly the order and filter of the list you came from, for example every vehicle at one depot sorted by odometer.For: Fleet manager, Dispatcher, Workshop manager, Safety officer
- Currency and custom fields are checked — A vehicle's currency must be a real code such as AED, and its custom fields must be name and value pairs, so cost reports and the edit form never read nonsense.For: Fleet manager
Vehicle status, odometer and disposal
Record what is happening to a vehicle, always with the reason, so anyone reading later knows why.
- Take a vehicle off the road and bring it back — Mark a vehicle off the road with a reason (for example broken down, impounded or awaiting parts) and put it back in service when it returns. Taking it off the road ends its open handover and tells the driver, so nobody is left holding a vehicle that cannot be driven.For: Fleet manager
- Record a disposal — Record that a vehicle was sold, written off or returned to its lessor, saying which in the reason, with the date and amount received. The vehicle leaves the active fleet and its handover ends. Fleet does not book the gain or loss; the dialog tells you to inform Finance.For: Fleet manager
- Retired by Accounting — When the Accountant disposes of the fixed asset linked to a vehicle, the vehicle is marked disposed automatically, once, with no re-keying. A handover still open on that vehicle is not ended by this and needs ending by hand. The link between a vehicle and its fixed asset is set when the vehicle is created or updated through the Copilot or an integration, not on the screen form.For: Accountant, Fleet manager
- Odometer reading with a guard — Update the odometer from the vehicle page. Going up is free. Going down needs a written reason, such as cluster replaced at 148,300 km, because a falling odometer is either a correction or something an auditor will ask about. The reason is kept in the vehicle's notes and history.For: Fleet manager, Dispatcher
- Archived and disposed vehicles are read-only — An archived or disposed vehicle refuses edits, odometer changes and status changes, so history cannot be rewritten after the vehicle has gone. Records stay readable, the Archived filter brings archived vehicles back into view, and a disposed vehicle that returns to service is added again as a new vehicle.For: Fleet manager, Dispatcher
Driver roster and licences
Every person cleared to drive, what their licence allows and when it runs out, without creating a second person record.
- Driver roster — Every driver with kind, licence class, licence expiry, medical expiry, department, how many vehicles they hold and which one they are driving now. Search by name, licence number, phone or email, and filter to active, suspended, licence expiring within 60 days, licence expired or archived.For: Fleet manager, Dispatcher, Safety officer
- Promote an employee to driver — Pick an employee from HR and make them a driver. Their name, phone, email, department, fuel card reference and sign-in are copied once from the employee record. Employees who have no sign-in, have left the company or are archived are not offered, and each employee can be a driver only once.For: Fleet manager, Dispatcher
- Contractor and agency drivers — Add a driver who is not an employee by name, as a contractor or agency driver, and link an agency to its record in Contacts & Partners.For: Fleet manager, Dispatcher
- Full licence record — Keep licence number, class, issuing authority, country, issue date, expiry, medical expiry date, endorsements and fuel card reference on one driver page, with the licence card first because it is the thing that expires.For: Fleet manager, Dispatcher
- Warning when a driver has no sign-in — A driver whose employee record is not linked to a login is flagged on their page as unable to see their own vehicle, and the promote list only offers employees who do have a login, so a handover notice never goes nowhere.For: Fleet manager, Dispatcher
- Suspend or reinstate a driver — Mark a driver suspended or inactive when they must not be given a vehicle right now, and set them active again to reinstate them. Moving an active driver to suspended or inactive ends their open handovers automatically and tells them.For: Fleet manager, Dispatcher
- Archive and restore a driver — Archive a driver who has left: they drop off the roster but their record and handover history stay. Archiving is refused while the driver still holds a vehicle. Restore from the Archived filter.For: Fleet manager
- Vehicles held at a glance — The roster shows how many vehicles each driver holds, for example 2 (1 regular), and which one they are driving now, so overloaded drivers are visible before a handover is attempted.For: Fleet manager, Dispatcher
- Driver page with handover history — Open a driver to see their licence, the vehicles they hold now and every vehicle they have held before with dates and odometer readings, and hand them a vehicle straight from their own page.For: Fleet manager, Dispatcher, Safety officer
- Contact and licence facts are checked — An email address, a phone number and the licence country are checked when a driver is saved, so a typo is caught at the form instead of when a reminder fails to arrive.For: Fleet manager, Dispatcher
Handovers and who is accountable
Put an accountable person behind every vehicle, check the licence covers it, and keep the signed paperwork with the handover.
- Hand a vehicle to a driver — Pick an in-service vehicle nobody holds and an active driver, enter the odometer, the date and a note on condition and fuel level, and the handover is on record from then on. Only vehicles you can actually hand over are offered.For: Fleet manager, Dispatcher
- Regular, temporary and pool handovers — Choose whether the handover is regular (the driver's own vehicle), temporary (cover for a few days) or pool (shared). The type decides whether it counts toward the driver's limit.For: Fleet manager, Dispatcher
- One driver at a time per vehicle — A vehicle has at most one open handover, enforced by the system itself so two dispatchers working at the same moment cannot both succeed. A second handover is refused and names the driver who already holds it.For: Fleet manager, Dispatcher
- Add a driver without leaving the form — If the person you want to hand a vehicle to is not a driver yet, promote an employee or add a contractor from the handover form itself and carry on with the handover.For: Fleet manager, Dispatcher
- Licence class checked against the vehicle — A driver whose licence class does not cover the vehicle category is refused, with a sentence such as holds class 3, which covers light vehicles, not a heavy vehicle. A driver with no licence class on file is refused too while the check is on. An expired licence is always refused, and so is a suspended driver or a vehicle that is off the road.For: Fleet manager, Dispatcher
- Limit on vehicles per driver — Set how many regular vehicles one driver may hold at once, one by default and zero for no limit. The handover form warns before you click and offers to hand it over as temporary instead; a dispatcher who cannot change the limit is told to ask the fleet manager.For: Fleet manager, Dispatcher
- Signed handover sheet attached — Attach the signed handover sheet and photos from Documents, or upload a scan first, up to fifty files per handover. You can attach more later from the vehicle's Assignments tab. The file stays in Documents under its own access rules. Needs document storage connected for your company.For: Fleet manager, Dispatcher
- The driver is told, and you are told whether they were — After Hand over the screen says the driver was sent a notice or has no sign-in so was not told. The driver gets a message naming the vehicle, the depot, the time and your note, with a link to My vehicle.For: Fleet manager, Dispatcher, Driver
- End a handover with the closing odometer — Record the hand-back with the date, the closing odometer and why it ended, such as left the company, moved depot or vehicle sold. A closing reading lower than the opening one is refused, and a higher one updates the vehicle's odometer. The driver is told the vehicle is no longer theirs.For: Fleet manager, Dispatcher
- Handover ledger — One register of every handover, filtered to held right now or handed back, with odometer out and in, dates, the signed sheet and the reason it ended. The same history appears on the vehicle page and on the driver page.For: Fleet manager, Dispatcher
- Handovers close themselves when the situation changes — A handover ends automatically when the vehicle is taken off the road or disposed of in Fleet, when the driver is suspended or made inactive, and when HR terminates or offboards the employee. Each driver is told. A vehicle retired by Accounting is the exception: its handover is ended by hand.For: Fleet manager, Dispatcher
- Who was driving at a given moment — Ask who held a vehicle at 14:32 last Tuesday and get the driver whose handover covers that instant. It is the answer a traffic fine or an accident report asks for. Available to the Copilot and to connected systems.For: Fleet manager, Dispatcher
- A handover records something that happened — A handover cannot be dated in the future, so a vehicle and driver are never locked to a start that has not come; the hand-back already had the same rule.For: Fleet manager, Dispatcher
Registration, insurance and permits
Keep every paper that makes a vehicle legal on the record, watched for expiry, with renewal history kept.
- Documents on each vehicle — Record registration card (Mulkiya), insurance, operating card, inspection certificate, road tax and permits against a vehicle with reference number, issuer, issue date and expiry date. A paper with an expiry date is watched automatically.For: Fleet manager
- Valid, expiring or expired at a glance — Each paper shows a how-long badge worked out from its expiry date every time you look, and a status label that is refreshed whenever the paper is saved or the expiry check runs. A paper with no expiry date is never flagged.For: Fleet manager
- Renewal keeps the old paper on file — Renew by recording the new document; the old one becomes replaced but stays readable. That way, what you were insured under on the day of an accident is still there to read, and a renewed paper stops counting as an exposure the moment its replacement exists.For: Fleet manager
- Compliance page for the whole fleet — Every paper across every vehicle in one list, soonest to expire first, with tiles for expired, expiring in 30 days and off-road vehicles. Search by plate, title or reference number, filter by type, and paste the link to a colleague to open the same view.For: Fleet manager
- Expiry windows that match the list — Expiring in 30 days means the next 30 days and excludes papers that already lapsed, which have their own tile. The number on the tile and the rows it opens are always the same.For: Fleet manager
- Reminder days per document type — Each document type carries its own reminder days, 90, 60, 30, 15 and 7 before expiry by default, and a new paper takes its type's days when it is filed. Change them per type under Settings, Document types. Driver licences use the fleet-wide days under Rules & reminders.For: Fleet manager
- Document types you control — Registration card, insurance, operating card, inspection certificate, road tax and permit come ready for the UAE. Add your own types such as a tachograph calibration, with an Arabic name, a country and your own reminder days. You can tick Required on a type; it is shown in the list, but Fleet does not yet warn when a vehicle lacks a required paper. Removing a type that papers already use archives it, so those papers keep their name.For: Fleet manager, Tenant admin
- Archive a paper without losing it — Archive a document that no longer applies; it stops being watched but stays on the record, and an Include archived toggle brings it back into view.For: Fleet manager
- Sensible document types and reminder lists — A document type's code is a short key (lowercase letters, digits and underscores), and a document or type carries at most twelve reminder days.For: Fleet manager
Reminders and automatic notices
The right person hears before a paper lapses or when a vehicle changes hands, in the app and by e-mail.
- Expiry check across papers and licences — One press of Run the expiry check now recalculates every paper and driving licence and sends one reminder for each paper or licence that has newly reached a reminder day. Running it again the same day sends nothing new, and a reminder that could not be queued is tried again next time. It runs only when someone presses the button: there is no built-in daily schedule.For: Fleet manager, Tenant admin
- Paperwork reminder to the people who renew it — A registration, insurance or permit nearing its date goes to everyone who may edit vehicle paperwork, reading as a sentence such as expires in 20 days or expired 6 days ago, with a link straight to that vehicle's Documents tab.For: Fleet manager, Tenant admin
- Licence reminder to the driver and the office — A driver's licence reminder goes to the driver themselves, when they have a sign-in, and to everyone who maintains the roster, because the person renewing it is the driver and the office must record the new date.For: Fleet manager, Dispatcher, Driver
- Warning when a lapsed licence still holds a vehicle — When a driver's licence has expired while they still hold a vehicle, the people who hand vehicles over and take them back get one notice per driver per expiry date naming the vehicles. Renewing and lapsing again next year warns again.For: Fleet manager, Dispatcher
- Handover and hand-back notices to the driver — A driver is told when a vehicle is handed to them and when a handover ends, whether by hand-back, the vehicle going off the road, suspension or leaving the company, with a reminder to return keys and fuel card.For: Driver
- In the app and by e-mail — Every reminder arrives in the notification bell with a link to the record and as an e-mail with a readable body, subject to your company's mail setup. The messages are written in English today. Fleet says queued, not sent, because delivery is decided afterwards by the notification centre.For: Fleet manager, Dispatcher, Driver
- Reminders can be switched off — Expiry reminders have a switch for the platform operator and one for your company, under Settings, Features. With either off, the Run the expiry check button refuses and nothing is sent, so the screen and any schedule never disagree.For: Tenant admin
Driver self-service
A driver sees their own vehicle, licence and paperwork, and nobody else's.
- My vehicle — A driver opens one page showing every vehicle handed to them, with plate and region, make, depot, the odometer at handover, the handover note and the date they took it over. With more than one vehicle there is one card each.For: Driver
- My licence — The driver sees their own licence class, number, expiry and medical expiry with an expiry badge, so nobody has to ask the office whether it is still valid.For: Driver
- Is my vehicle legal today — The driver sees the registration, insurance and permits of the vehicle they hold, with expiry badges, on My vehicle and on the Compliance page, and an honest error if the list could not load instead of a false statement that nothing is on file.For: Driver
- Signed handover sheet on the card — Each vehicle card links to the signed handover sheet attached by the dispatcher, opened in Documents under its own access rules, or says no signed sheet is attached.For: Driver
- Drivers land on their own page — A person who holds only driver access is sent from the Fleet hub to My vehicle, because the hub counts a fleet they cannot see. A fleet manager who opens My vehicle without being a driver is sent to the hub with a note saying why.For: Driver, Fleet manager
- Clear message when the login is not linked — A driver whose login is not linked to a driver record is told to ask their fleet manager to add them under Fleet, Drivers, where their employee record can be promoted in one step, rather than seeing a blank page.For: Driver
- Record the odometer of the vehicle you drive — On the phone a driver records the odometer reading of the vehicle they hold now, with an optional photo of the dashboard. A lower reading than the last one is sent back with the advice to ask the fleet office, who can correct it with a reason. A vehicle the driver does not hold is refused, and a reading the phone sends again after a lost signal is recorded once.For: Driver, Fleet manager
Fleet overview and lists
The hub answers what will stop a vehicle working tomorrow, and every number opens the list behind it.
- Fleet hub — Opens on what needs you: the papers and driving licences that run out soonest, in one list, most urgent first. Under it, up to four numbers that ask for action — off the road, expired paperwork, licences expired, on the road now or nobody driving — among the ones your role may open. Click a number and the list opens with exactly that filter, so the figure can be audited by counting rows.For: Fleet manager, Dispatcher, Workshop manager, Safety officer
- Breakdown by category and fuel type — See the fleet by vehicle category and by fuel or energy type, so the share of diesel against hybrid and electric is visible without a spreadsheet.For: Fleet manager, Dispatcher, Workshop manager, Safety officer
- Papers and licences running out — One list, What stops a vehicle working tomorrow, puts the documents and the driving licences expiring soonest together, most urgent first, with the plate or the driver, the document type, the date and the days left. Each row opens the vehicle's documents or the driver.For: Fleet manager, Dispatcher, Safety officer
- Vehicles nobody is driving — A tile counts in-service vehicles with no open handover and opens the register filtered to them. The count covers the whole fleet, not just the page you can see.For: Fleet manager, Dispatcher
- Tiles only appear when you can open them — A dispatcher or workshop manager does not see tiles that would land on a refusal page. The paperwork and licence tiles appear only for people who may open the lists behind them.For: Dispatcher, Workshop manager, Safety officer
- Shortcuts from the hub — Add a vehicle, promote an employee to a driver or assign a vehicle from the hub's header, each opening the real form. A row of links under the numbers opens Vehicles, Drivers, Assignments, Compliance, Incidents and the live map, only the ones your role may open.For: Fleet manager, Dispatcher
- Columns, saved views and CSV export — On every Fleet list choose and reorder columns, group, filter, save a view and export the rows on screen to CSV. The view you set up is kept in the address, so a refresh or a pasted link returns to the same screen.For: Fleet manager, Dispatcher, Safety officer
Import a vehicle register
Most companies arrive with a spreadsheet, so a check-first import is part of day one.
- Import vehicles from a spreadsheet — Save the sheet as CSV, choose the file or paste the rows, and read a table of what would be created, updated, skipped or refused before anything is written. Up to 5,000 rows and 5 MB per file.For: Fleet manager, Dispatcher
- Safe to re-import — Rows match on plate and region first, then on chassis number, so sending the corrected sheet again updates vehicles instead of duplicating them. Cells left blank keep the vehicle's current value, and an imported odometer reading never lowers the odometer.For: Fleet manager, Dispatcher
- Preview first, all or nothing — The preview applies the same limits and duplicate-plate rule as the real import. If any row has an error the import writes nothing and lists each bad row with what is wrong, so the register is never half loaded.For: Fleet manager, Dispatcher
- Regions by name in the file — The region column accepts Dubai, DXB or دبي and maps it to your region list; an unknown region is reported against its own row, and nothing is imported until every row is clean. After the import the report stays open and each plate opens the vehicle it created.For: Fleet manager, Dispatcher
History, notes and audit
Every record answers what changed, when and who did it, and colleagues can talk about it where it lives.
- Change history on vehicles and drivers — The History tab of each vehicle and driver shows every change with who made it, when, and the old and new value, in the words your screens use. Changes made by import, the Copilot or a connected system are recorded the same way as screen edits. Changes to vehicle papers are recorded as well and can be read through the Copilot.For: Fleet manager, Dispatcher, Workshop manager, Safety officer
- Notes, followers and follow-up tasks on a record — On a vehicle's or driver's History tab, write a note, add followers, and schedule a follow-up for a colleague such as re-inspect the brakes. The task shows on the record and in the colleague's own activities list. People who may edit the record can post; others who may see it can read the trail.For: Fleet manager, Dispatcher
- Discuss a vehicle or driver in chat — Open a chat discussion from a vehicle or driver page, add the workshop supervisor and describe the fault. A pasted link shows a card that opens the vehicle only for people who have Fleet access.For: Fleet manager, Dispatcher, Workshop manager
- Audit trail for personal data — Driver changes are written to the audit log against the person concerned, with a legal basis and purpose, and vehicle, handover and document changes are logged too. Audit rows are kept by the platform's retention rules.For: Tenant admin
- Every refusal says what to do next — When Fleet refuses something, the message names the plate, driver or limit involved and what to do, in English or Arabic, for example hand it over as Temporary or ask your fleet manager to raise the limit.For: Fleet manager, Dispatcher, Driver
- Protection against two people saving over each other — The vehicle and driver edit forms and the document type, licence class and plate region tables refuse a save based on a stale copy, with a message to reload, so a colleague's change is never silently lost. The Copilot and connected assistants get the same protection when they send the version they read.For: Fleet manager, Dispatcher
Settings and rules
What counts as a document, what a licence covers and how strict handovers are are your decisions, kept as editable data rather than fixed rules.
- Load the UAE starter set — One press installs the UAE document types, nine UAE licence classes modelled on the Roads and Transport Authority (RTA) categories, and the plate regions of the UAE, Saudi Arabia, Kuwait, Qatar, Bahrain and Oman. It can be pressed again without overwriting anything you edited.For: Fleet manager, Tenant admin
- Licence classes you can edit — The UAE categories, from motorcycle and light vehicle to heavy truck, bus and tractor, each with an Arabic name and a tick-list of the vehicle categories it covers. When a class changes by decree, you change a row, not wait for a release.For: Fleet manager, Tenant admin
- Plate regions you can edit — Emirates, Saudi provinces and other GCC regions, each with an Arabic name and the other spellings files use, so imports match. Add, rename, reorder, archive and restore regions; the list shows how many vehicles use each.For: Fleet manager, Tenant admin
- Reminder days — Set the fleet-wide reminder days, for example 90, 60, 30, 15 and 7 days before expiry. They apply to driver licences, and to a new paper whose document type names no days of its own.For: Fleet manager, Tenant admin
- Licence-check switch — Choose whether a handover is refused when the driver's licence class does not cover the vehicle. It is on by default; turn it off only if your classes are not yet set up. An expired licence is refused whatever this says.For: Fleet manager, Tenant admin
- Vehicles-per-driver limit — Set how many regular handovers one driver may hold at once, with zero meaning no limit.For: Fleet manager, Tenant admin
- Kilometres or miles — Choose the distance unit and every distance on the Fleet screens follows, labelled in the reader's language (km or كم, mi or ميل).For: Fleet manager, Tenant admin
- Refresh supplier names — If an insurer or lessor shows as a dash, one press asks Contacts & Partners for the latest names of every insurer, lessor and agency used in Fleet, and they fill in within a minute.For: Fleet manager, Tenant admin
Arabic and Gulf specifics
Screens, lists and messages that read naturally to a Gulf fleet office, in both languages.
- Arabic screens with right-to-left layout — The Fleet screens are available in Arabic with right-to-left layout and Gulf business terms such as مركبة, سائق, رخصة القيادة, الفحص الفني and تسليم المركبة. Refusal messages appear in the reader's language; reminder messages and e-mails are written in English today.For: Fleet manager, Dispatcher, Workshop manager, Technician, Safety officer, Driver
- Arabic names on every code list — Document types, licence classes and plate regions carry an Arabic name next to the English one, shown on an Arabic screen, so a Mulkiya reads as it does on the card.For: Fleet manager, Dispatcher, Driver
- GCC plate regions — Seven UAE emirates, thirteen Saudi regions, and Kuwait, Qatar, Bahrain and Oman, because the same plate number can exist in two emirates and must be told apart.For: Fleet manager, Dispatcher
Roles and access
Six ready-made roles, each seeing only what their job needs, with a driver limited to their own record.
- Six ready-made fleet roles — Fleet manager, Dispatcher, Workshop manager, Technician, Driver and Safety officer come installed with the permissions each job needs. Your administrator can adjust them. The workshop and safety roles can read the register and hub today; the screens for their own work are not part of the product yet. The permission list also names areas such as fuel, maintenance and fines that Fleet does not have yet; granting those changes nothing today.For: Tenant admin
- A driver sees only their own — The Driver role is limited to the vehicle currently assigned to them, their own licence and the paperwork of that vehicle. They cannot read the register, other drivers or other drivers' handovers.For: Driver
- Dispatcher hands over without seeing paperwork — By default a Dispatcher can add vehicles and drivers and hand vehicles over, but cannot open the paperwork register, so the hub hides the paperwork tiles from them. A Tenant admin can grant the paperwork permission to a dispatcher.For: Dispatcher, Tenant admin
- Separate permission for each action — Archiving, taking a vehicle off the road, importing, editing paperwork and changing settings are each their own permission, so a person can be trusted with one without getting the others.For: Tenant admin
- Hidden buttons match what the system allows — Buttons and tabs disappear for people who may not use them, and the same rule is enforced on the server, so hiding a control is never the only thing between a person and a record.For: Tenant admin
AI and Copilot
Ask questions of the fleet in plain language, and let the Copilot do the work after you confirm.
- Ask the Copilot about the fleet — Ask which vehicle documents expire in the next 30 days, how many vehicles are off the road, which drivers have a lapsed licence or who is driving a given vehicle. Questions run immediately and return a list with names, never raw ids.For: Fleet manager, Dispatcher, Driver
- Copilot actions that ask first — Add or update a vehicle or driver, change status, record an odometer reading, hand over or end a handover, attach handover sheets, add or renew a paper, import vehicles, manage document types, licence classes and plate regions, change settings and run the expiry check. The Copilot shows a card with exactly what it will do and waits for you to press Run.For: Fleet manager, Dispatcher
- Copilot respects your permissions — Each Copilot action needs the same permission as the screen. A dispatcher's Copilot cannot archive a vehicle, and a driver's Copilot sees only their own vehicle and licence.For: Fleet manager, Dispatcher, Driver
- Safe edits through the Copilot — Updates made through the Copilot can carry the version they were based on, so an assistant working from an old copy is refused instead of overwriting a colleague's change.For: Fleet manager, Dispatcher
- Fleet actions for connected AI assistants — Every Fleet capability, from reading the register to running the expiry check, is also offered to outside AI assistants you connect to your company, under the same permissions and licence check as the screens.For: Tenant admin
- Fleet report pack in Insights — Install the Fleet pack in Insights to report vehicles by state, category and depot, average odometer by depot, vehicles out with a driver, and the documents that are expiring or expired.For: Fleet manager
GPS tracking, trips and places
See where vehicles are and what they did, from trackers or from the driver's phone, without a separate tracking product.
- Register a tracker on a vehicle — Add a tracker to a vehicle with its maker or model, a name and its device identifier. The tracker's secret token is shown when it is added or renewed, so copy it into the device; you can renew it, revoke it or archive the tracker at any time, and one device identifier can belong to only one tracker.For: Fleet manager
- Positions from any tracker — A tracker or an app sends its positions to a public address with its token, as plain JSON, as the Traccar Client format or as an OsmAnd link, up to 500 points a call. A wrong token is refused, and each point that cannot be used is rejected with its reason (no time, in the future, outside the map, impossible speed) instead of being stored.For: Fleet manager
- Drivers can share their phone's location — A driver who agrees can share the phone's location for the vehicle they hold, so a vehicle with no tracker still shows on the map. Sharing needs the driver's recorded consent, and a driver holding more than one vehicle chooses which one it is for.For: Driver
- Live map of current positions — See where each tracked vehicle was last heard from, with its speed, the driver holding it and how long ago it reported; a vehicle that has been silent for the stale period (ten minutes by default) is marked stale.For: Fleet manager, Dispatcher
- Track history for a vehicle — Open any vehicle and replay where it went between two dates. A start after the end is refused with a clear message, and the points shown are the ones that passed the checks above.For: Fleet manager, Dispatcher
- Trips built automatically — Trips are detected from the positions: start and end time, distance, moving and idle time and top speed, with the driver the handover register names for that moment. A list and a summary for a period are available, and each trip can be walked with previous and next arrows.For: Fleet manager, Dispatcher, Driver
- Places: depots, customer sites and no-go areas — Draw a place as a circle (10 m to 50 km) or a polygon (3 to 200 corners, not crossing itself) and say whether it is a depot, a customer site or a restricted area. Each time a vehicle enters or leaves it an event is recorded and announced, and a depot, customer or restricted place can be switched off or archived without losing its history.For: Fleet manager
- Tracking you can tune — Set how long a stop must last to end a trip, how long a vehicle idles before it counts as idling, when a position goes stale, how often the map refreshes and how many months positions are kept (13 by default); older positions are purged each night.For: Fleet manager
Incidents, damage and fines
Drivers report incidents, damage and fines from the road; managers triage them, with the right driver charged.
- Report an incident, damage or a fine — From the road a driver, or a manager on someone's behalf, reports what happened with a place, photos and a few sentences. The time cannot be in the future, and a position needs both its coordinates. A report with no description is refused.For: Driver, Fleet manager, Safety officer
- A driver reports only on their own vehicle — A driver can report only on the vehicle they hold now or held at the time of the event, and is charged themselves; a manager can report on any vehicle and name the driver. Anyone else's vehicle is answered as not found, so plates cannot be guessed.For: Driver, Fleet manager
- Fines with issuer, number and amount — A fine report carries the amount (in the company's currency unless another real currency code is given), the issuing authority and the reference number. The same reference from the same authority cannot be filed twice, so a driver is never charged twice for one fine.For: Fleet manager, Safety officer
- Triage queue and closing — Reports arrive as Needs a look. The report shows where it stands (Needs a look, Reviewed, Closed) and one line saying what happens next and since when, with the button that moves it for a manager or safety officer, who marks it reviewed or closed with a note, can correct who a fine is charged to, and can archive a report (Undo brings it straight back) or restore it later. Every change is in the history beside the report.For: Fleet manager, Safety officer
- Safe to retry on a bad connection — A report sent from a phone with an idempotency key is stored once even if the phone retries, and the same key with different words is refused rather than overwriting the first.For: Driver
- Reviewers and reporters are told — When a report is filed, everyone who may review reports gets a message in the app naming the kind of report, the plate and who reported it. When a reviewer marks it reviewed, closes it or sends it back, the person who reported it is told. The place, description, amount and the reviewer's note stay on the report, not in the message.For: Driver, Fleet manager, Safety officer
Learn it in the app
A guided tour inside Fleet teaches the work by having you do it.
- Hands-on guided tour — 5 short chapters (Find and open a vehicle; Add vehicles and drivers; Hand a vehicle over; Follow vehicles on the road; Keep the paperwork valid) that start by themselves the first time you open Fleet. Each step waits for you to really do it, such as opening a list or saving a first record, and any chapter can be paused, resumed or replayed from the last row of the Fleet menu or from Tours in the account menu.For: Fleet manager, Dispatcher, Workshop manager, Technician, Safety officer, Accountant
Works with other modules
A disposed fixed asset retires the vehicleWhen finance disposes of a fixed asset that is linked to a vehicle, Fleet marks the vehicle as disposed. Any handover still open on it is not ended. Fleet never posts to the ledger itself, so a disposal recorded in Fleet first is for Finance to record.Notes and follow-ups on vehicles and driversVehicle and driver pages show the shared notes thread, followers and scheduled activities for that record, on the History tab.Ask about vehicles and the papers that expireThe Copilot reads vehicles, drivers and expiring documents and, after confirmation, hands vehicles over, records odometer readings and runs the expiry check.Depots come from your work locationsThe depot picker on a vehicle lists the work locations already set up in Time & Attendance, so a depot is named once for the whole company.Discuss a vehicle or driver in chatA vehicle or driver page can open a chat discussion, and a pasted link shows a card resolved for each reader.Handover sheets and photos attach to a vehicle handoverThe signed handover sheet and photos are documents in Documents, and the handover keeps up to fifty references to them. Fleet never copies the file.An employee becomes a driverThe driver roster is built from HR employees: the name, phone, email, department, fuel card reference and sign-in are copied once when the person is promoted. Only employees whose record is linked to a login, who have not left and who are not yet drivers are offered.A leaver stops being a driver of recordWhen HR applies a termination or completes an offboarding checklist, Fleet ends the employee's open vehicle handovers, tells them, and sets them inactive as a driver, so a vehicle does not stay assigned to someone who has left.Fleet vehicles and papers feed the fleet reportVehicles, drivers, handovers and the expiry of vehicle documents are read for the Fleet report pack.Reminders, handover notices and incident notices reach the right personFleet announces an expiring paper, an expiring or lapsed licence, a vehicle handed over, a handover ended, an incident, damage or fine report filed and a report that moved on. The notification centre turns each into a message to the right people, in the app and, for reminders and handovers once mail is set up, by e-mail, in English, with a link to the record.Insurers, lessors and agencies come from Contacts & PartnersA vehicle's insurer and lessor and an agency driver's agency are picked from the shared Contacts & Partners list. Fleet keeps the names up to date as they change, follows a merge of two duplicate companies, and can ask Contacts & Partners to resend every name it uses.Drivers are your employeesA driver is created from an HR employee, copying name, phone, e-mail and department; when HR offboards a driver, open handovers close.Copilot works the fleetCopilot reads fleet data and, after confirmation, registers and changes vehicles, drivers, handovers and paperwork.
Done by more than one person
The dispatcher hands over a vehicle, the driver sees it, the dispatcher takes it backA second vehicle for the same driver is refused, covered by a temporary handover or a higher limitThe signed handover sheet travels with the handoverA driver's licence reminder leads to the new date being recordedA lapsed licence on a driver who still holds a vehicleA vehicle goes off the road and its driver is releasedA new driver is set up from HR to first handoverA leaver's vehicle is released when HR ends their employmentA fleet manager flags a fault and the workshop manager follows upA fleet manager discusses a faulty vehicle with the workshop manager in chatA driver's incident report is reviewed and answered
What each role gets
- Fleet manager — Owns the vehicle register and the driver roster end to end: adds and edits vehicles, imports a fleet from a spreadsheet after a preview, promotes HR employees to drivers, hands vehicles over and takes them back, and renews registration and insurance by recording the new document so the old one stays on file. Sets the fleet settings — how many vehicles one driver may hold, reminder days, plate regions — and watches the hub's expiring and expired tiles.
- Dispatcher — Decides who drives what today: hands vehicles to drivers as regular, temporary or pool handovers, takes them back with the odometer reading, and sees immediately when a driver already holds the limit or their licence class does not cover the vehicle. Can add vehicles and drivers by default, but cannot open the paperwork register unless the tenant admin grants that permission.
- Driver — Opens My vehicle to see every vehicle currently handed to them, with its plate, its paperwork, the odometer reading and the note from the handover, alongside their own licence and its expiry. Receives an inbox notice when a vehicle is handed over to them or taken back.
- Safety officer — Reads the vehicle register and the Fleet hub, including the expiring and expired licence tiles that open the driver list, so an expired licence or an off-road vehicle is visible. The screens for the safety officer's own work — incidents, insurance claims and driver scoring — are not part of the product yet.
- Workshop manager and technician — Read the vehicle register and each vehicle's change history today. Maintenance work-order screens for these roles are not part of the product yet.
Frequently asked questions
Does Tarleaks fleet management software track fuel, maintenance, Salik tolls and traffic fines?
Not today. Fleet covers the vehicle register, the driver roster with licences, handovers between drivers and vehicles, and the registration, insurance and permit paperwork with expiry reminders. Fuel cards, maintenance jobs, tolls, fines, trips and inspections are not part of the product at this time, so keep those where they are now and use Fleet for who holds what and whether it is legal.
Can it show live vehicle positions from GPS trackers?
No. You can store the tracking device number on a vehicle, but Fleet does not receive positions, trips or geofence alerts from trackers.
How does it remind us before a registration card, insurance or driving licence expires?
Each document type and each licence carries reminder days, 90, 60, 30, 15 and 7 before expiry by default, which you can change. When the expiry check runs, a reminder is queued once for each paper or licence that has newly reached a reminder day, and the people who maintain the paperwork or the roster get it in the app and by e-mail with a link to the record. The check runs when someone presses Run the expiry check now; there is no built-in daily schedule. Reminders are written in English.
Does it work in Arabic and with UAE and Saudi plates?
Yes for the screens. The Fleet screens and refusal messages are available in Arabic with right-to-left layout. Plate regions cover the seven UAE emirates, the Saudi regions, Kuwait, Qatar, Bahrain and Oman, with Arabic names, and the starter document types include the registration card (Mulkiya). The reminder messages and e-mails are written in English today. The licence classes installed are modelled on the UAE Roads and Transport Authority categories; for other countries you edit the list.
Can I import our vehicle list from Excel?
Yes. Save the sheet as CSV, paste or upload it, and read the preview of what would be created, updated or refused before anything is saved. If any row has an error nothing is imported, so the register is never half loaded. Re-importing a corrected file updates vehicles rather than duplicating them. A file can hold up to 5,000 rows.
Can a driver see only their own vehicle?
Yes. The Driver role sees their own licence, the vehicle handed to them and that vehicle's paperwork, and cannot open the register or other drivers. They also receive a notice when a vehicle is handed to them or taken back, if they have a sign-in.
Can one driver hold several vehicles, and how do we stop it?
A vehicle has one driver at a time. How many regular vehicles one driver may hold is your setting, one by default and zero for no limit. Temporary and pool handovers never count, so cover for a few days does not need the limit raised.
Does it post vehicles and disposals to accounting?
Partly. When the Accountant disposes of the fixed asset linked to a vehicle, Fleet marks the vehicle as disposed automatically. In the other direction Fleet keeps the purchase cost and disposal amount with the vehicle but posts nothing to the ledger, and tells you to inform Finance.
What happens to a vehicle when a driver leaves the company?
When HR applies the employee's termination or completes their offboarding checklist, Fleet ends their open handovers, tells them, and marks them inactive as a driver, so the vehicle shows as unassigned for the dispatcher to reassign.
Part of one platform
Fleet Management is one of 59 apps (36 business apps and 23 ISO standards) that share the same sign-in, the same people, the same customers and the same AI copilot. See all apps or how Tarleaks ERP compares with Odoo, ERPNext and Zoho.