Fleet Manager — Fleet guide

1What your sign-in can do #

Where Your name, top right » Profile

1. Open your organisation's address in the browser — it looks like yourorganisation.tarleaks.com.
2. Type the e-mail address your administrator set up for you, then your password.
3. You land on the app launcher: a grid of the apps your organisation uses.
4. Click the Fleet tile.
5. Click your name, top right.
6. Choose Profile.

You should see The whole register sits with this role: the vehicles, the drivers, the handovers, the paperwork and the words the module uses for all of it. Nothing in Fleet is hidden from a fleet manager — where a screen is missing, it is a later release, not a permission.

2The hub: what stops a vehicle working tomorrow #

Where Fleet » Overview

1. Fleet opens on Overview.
2. Read the numbers left to right, then the list beneath them.
3. Click a number to open the list it counted — 'Licences expired' opens Drivers on exactly the drivers whose licence has lapsed.
4. Click a line in 'What stops a vehicle working tomorrow' to open that vehicle's paperwork.

You should see Not 'how many vehicles do we own' — what cannot work tomorrow. Every number is a door: the tile and the list it opens are the SAME question asked once, so a figure you quote in a meeting can be clicked and counted. The numbers are the whole fleet, never the page you happen to be looking at. Licences are split the way paperwork is: 'Licences expiring' is the next 60 days, 'Licences expired' is a driver who cannot legally drive today, and the panel of licences under them lists only what the expiring tile counts.

Watch out A tile reading '—' rather than a number means the figure could not be loaded, not that the answer is zero. Reload before acting on it.

Worth knowing Two tiles are about paper (expired, and expiring inside 30 days) and two are about licences (expiring inside 60 days, and already expired). A colleague who cannot see the paperwork tiles has not lost them — that part of the fleet is not theirs to keep in date.

3The vehicle register #

Where Fleet » Vehicles

1. Sidebar » Vehicles.
2. Type a plate, a VIN, a make or a model into the search box.
3. Click a column header to sort; shift-click a second one to sort by both.
4. Filters narrows on category, fuel, how it is held, status and depot.
5. Columns turns VIN, cost centre and 'Expired papers' on.

You should see One line per vehicle: what it is, who drives it, where it is based, and how near its next expiry is. The search reaches the VIN even though the column is hidden by default — the register is searched where it lives, not in your browser, which is why a search can find a row the table is not showing you a column for.

Watch out 'Unassigned' in the Driver column is a real state, not missing data: nobody is responsible for that vehicle right now.

Worth knowing The view you build — search, filters, sort, page — is in the address bar, so you can send somebody the exact list you are looking at, and the ‹ › arrows on a vehicle then walk that same list rather than the whole fleet.

4Add a vehicle #

Where Fleet » Vehicles » Add vehicle

1. Sidebar » Vehicles.
2. Click Add vehicle.
3. Fill in the plate, then tab out of the field — the register checks it for you.
4. Pick the plate's emirate from the list.
5. Pick the category, the fuel and how you hold it.
6. Click Add vehicle.

You should see Four fields, all four of them things you know while standing next to the vehicle. The plate region is doing real work: a number is unique WITHIN an emirate, so 'A 14782' in Dubai and 'A 14782' in Sharjah are two vehicles — and with the region left blank the second one looks like the first. The region is picked from your company's list rather than typed, so 'Dubai', 'dubai' and 'DXB' can no longer be three different emirates. Spaces, dots and dashes are ignored when the register compares, so 'A-14782' and 'A 14782' are the same number.

Watch out Leave the region blank and a second 'A 14782' looks like the first one. Fill it in whenever the plate carries one — it is the difference between two vehicles and one duplicate.

Worth knowing 'How it was acquired' — the date, the purchase cost and the currency — is for a vehicle you bought. Recording it does not post anything to the ledger: tell Finance to add it to the asset register. Leave it blank for a vehicle you lease or rent.

5One vehicle, everything about it #

Where Fleet » Vehicles » a plate

1. Sidebar » Vehicles.
2. Click a plate.
3. Move between Details, Documents, Assignments and History.
4. Use ‹ › at the top to step to the next vehicle in the same list.

You should see Four tabs in the order the work happens: what it IS, the paper that keeps it legal, who has had it, and what changed. The tab you are on is in the address bar, so a link you paste into a message opens on the same tab — and the ‹ n / N › arrows at the top walk the list you arrived from, in the same order, so you can step through a depot or a filter without going back to it each time.

Watch out An archived vehicle is read-only and says so, with the date it was archived and the button that brings it back. A disposed one is final: nothing on it can be changed again.

Worth knowing Edit, at the top, now carries every field the vehicle has — the insurer, the lessor, the depot, the VIN, seats, weight, the tracking device and how it was acquired — so a wrong entry made on Add is corrected here. Ctrl (or ⌘) with the left and right arrow keys walks the list without the mouse.

6The paperwork that keeps it legal #

Where Fleet » Vehicles » a plate » Documents

1. Open a vehicle.
2. Choose the Documents tab.
3. Click Add document.
4. Pick the type — the title fills itself in.
5. Type the reference number and the expiry date.
6. Click Add document.

You should see Registration card, insurance, operating card, inspection, road tax, permit — each one watched from the moment it has an expiry date. The type you pick brings its reminder days with it (90, 60, 30, 15 and 7 by default), so the common case is two clicks and a date; each of those days warns once, when the expiry check next runs.

Watch out No expiry date means no reminders — if the paper genuinely does not expire that is fine, but a blank left by accident is a document nobody will be warned about. The warnings themselves are sent by the expiry check on the Compliance screen; until the nightly run ships, run it there after filing a batch. A warning reads as a sentence — 'expires in 20 days', 'expired 6 days ago' — and opens this Documents tab.

Worth knowing Archiving a document takes it off the watch list without removing it from the record. Tick 'Include archived' to see those again.

7Renew a document — the old one is kept, not overwritten #

Where Fleet » Vehicles » a plate » Documents » Renew

1. Open the vehicle » Documents.
2. Click Renew on the row that is running out.
3. Type the new reference number, the new issue date and the new expiry date.
4. Click 'Record the renewal'.

You should see Renewing does NOT edit the old policy. It files a new one and marks the old one replaced, pointing at its successor — because 'what were we insured under on the day of the accident' is a question that gets asked, and an overwritten row cannot answer it. Both happen together, so the vehicle is never carrying two live registration cards and the compliance screen never counts one expiry twice.

Watch out Do not edit last year's policy to hold this year's dates. The renewal is a new document on purpose — an overwritten row destroys the only evidence of what the cover was on the day of an incident.

Worth knowing A document that has already been replaced cannot be renewed again — renew the current one instead. That is why Renew is greyed out on the older rows.

8Hand a vehicle to a driver #

Where Fleet » Assignments » Assign a vehicle

1. Sidebar » Assignments.
2. Click Assign a vehicle.
3. Pick the vehicle, then the driver.
4. Record the odometer and, if it is not now, the date and time.
5. Add a handover note.
6. Click Attach from Documents and pick the signed sheet — or Upload a scan first.
7. Click Hand over.

You should see A vehicle has ONE driver at a time. How many vehicles one driver may hold on a regular handover is your company's rule — one by default — and temporary and pool handovers never count. So the vehicle list here offers only vehicles in service that nobody is holding, the driver list shows each person's licence class and how many they already hold, and the dialog warns before you click when a regular handover would be refused, with a button to hand it over as Temporary instead. A licence that does not cover the vehicle's category is refused too, and the refusal names both.

Watch out A warning that the driver already holds as many vehicles as a driver may hold means the save will be refused. End one of theirs, press 'Hand it over as Temporary', or raise the limit under Fleet settings. 'No vehicle is free to hand over' means every vehicle in service already has a driver — not that the fleet is empty.

Worth knowing If the driver you want is not in the list, add them from inside this form — the new driver is selected when you come back, so you never abandon a half-filled handover. The message after saving says whether the driver was sent a notice; a driver with no sign-in is named as not told, so tell them yourself.

9Take it off the road, and put it back #

Where Fleet » Vehicles » a plate » Take off the road

1. Open the vehicle.
2. Click Take off the road.
3. Say why.
4. Click Take off the road.
5. When it is back: open it again and click Back in service.

You should see Off the road is a WARNING, not a failure: the vehicle is still owned, still insured and still costing money — it simply cannot be worked today, and it stops being offered for a handover. The reason is required because the next person to read this record will be asking why a vehicle sat idle for three weeks.

Watch out Recording a disposal is final and posts nothing to the accounts. Ask Finance to write the asset off separately.

Worth knowing Record disposal is the end of the vehicle's life with you, and it is final. It does NOT tell Finance: ask them to write the asset off separately — the dialog says so rather than implying the books look after themselves.

10Record the odometer #

Where Fleet » Vehicles » a plate » Update odometer

1. Open the vehicle.
2. Click Update odometer.
3. Type the reading.
4. Click Save.

You should see An odometer only goes up. A lower reading is a replaced instrument cluster, a mistyped number or something worse — all three are worth a sentence, so a reading that goes down asks for one and keeps it on the record. Every distance, cost and service figure after this point is measured from the number you type here.

Watch out A reading that goes down without a reason is refused. That is deliberate: every fuel and cost figure behind it was measured from the old number.

Worth knowing The unit beside the field — kilometres or miles — is your organisation's choice, set once under Fleet settings. Readings already on file are not converted, so record in the unit shown.

11The drivers #

Where Fleet » Drivers

1. Sidebar » Drivers.
2. Click the 'Licence expiring in 60 days' tile, then 'Licence expired'.
3. Click a name to open the driver.

You should see The columns that matter are not the name. They are when the licence runs out, which plate the person has right now, and how many vehicles they hold — because a lapsed licence is an unroadworthy vehicle wearing a different hat. From the day it expires, nobody can be handed a vehicle on it: that refusal is a hard stop, not one of the checks a setting can switch off, because the date is a fact rather than a policy. A licence that lapses while the person still holds a vehicle does not end the handover by itself — the expiry check tells the people who hand vehicles over, once, so somebody takes it back.

Watch out A driver with no licence class on file cannot be handed a vehicle at all. That shows as a blank in the Licence class column, and it is worth fixing before somebody needs the van.

Worth knowing The 'Licence expiring in 60 days' tile is the same question the hub asks, so the number there and the rows here are one query. 'Licence expired' is its own tile: a lapsed licence is a state, not the far end of a window.

12Promote an employee to a driver #

Where Fleet » Drivers » Promote an employee

1. Sidebar » Drivers.
2. Click Promote an employee.
3. Search for the person by name.
4. Add the licence number, class and expiry date.
5. Click Promote to driver.

You should see Promoting links the driver to their LOGIN, and that link is the only reason 'My vehicle' can answer 'which one is mine'. A driver typed in by name instead is somebody the system can see and cannot recognise: their own page stays empty and nobody can tell why. The second tab is there for contractors and agency drivers, who genuinely have no login.

Watch out 'Every employee with a login is already a driver' usually means the person you want has no login linked to their employee record. That is an HR fix, not a fleet one — and without it 'My vehicle' can never answer for them.

Worth knowing Add the licence class now if you know it. Without one, the handover check refuses to give them a vehicle — and the message you get after saving says so rather than promising they are ready.

13Compliance: what expires when #

Where Fleet » Compliance

1. Sidebar » Compliance.
2. Click 'Expired paperwork' for what is already lapsed.
3. Click 30, 60 or 90 days for what is coming.
4. Click a plate to open that vehicle's Documents tab.
5. 'Show everything' clears the window.

You should see Every piece of paper that can stop a vehicle working, across the whole fleet, soonest first. A window means 'expires in the next N days'; paper that has ALREADY lapsed is its own tile, not the far end of a window — mixing the two is how an urgent list ends up full of things that expired last year.

Watch out A window and a status are two different questions, so picking one clears the other. Asking for both at once would have silently produced an empty table.

Worth knowing 'Run the expiry check now' re-reads every document and every licence, brings each status up to date with today, and sends one warning per threshold crossed — once, never twice for the same threshold. Run it after filing or importing a batch of paperwork: the unattended nightly run arrives with a later release, so today this button is what sends the warnings.

14The vocabulary: document types, licence classes and plate regions #

Where Fleet » Fleet settings » Plate regions

1. Sidebar » Fleet settings.
2. Choose Document types, Licence classes or Plate regions.
3. Click a row to edit it, or New document type / New plate region to add one.
4. Archive a plate region you no longer use; Restore brings it back.
5. 'Load the UAE defaults' brings the standard set in.

You should see These are YOUR words, not ours. The defaults — registration card (Mulkiya), insurance, operating card, inspection, road tax, permit, the nine UAE licence categories, and the plate regions of the seven emirates, the Saudi provinces and the other GCC states — are a button rather than something buried in an upgrade, so a fleet that pruned them can ask for them back. Each type carries its own reminder days, each licence class carries the vehicle categories it covers, and each plate region carries the other spellings a fuel-card or fines file uses for it, so an import that writes 'DXB' or 'دبي' lands on Dubai.

Watch out A spelling can belong to one region only, or an imported file could not tell which region it meant — the save names the region that already has it.

Worth knowing Archive a region rather than deleting it: vehicles already registered there keep it, and it simply stops being offered. A region's code cannot change once vehicles use it. A document type cannot be deleted while vehicles still hold documents of that kind.

15Set the fleet's rules #

Where Fleet » Fleet settings » Rules & reminders

1. Sidebar » Fleet settings.
2. Stay on Rules & reminders.
3. Set 'Vehicles a driver may hold at once (regular handovers)'.
4. Tick or clear 'Refuse a handover the licence does not cover'.
5. Click Save.

You should see These are the rules every handover and every reminder is checked against. 'Vehicles a driver may hold at once (regular handovers)' is one by default and 0 means no limit; a temporary or pool handover never counts, which is how somebody covers a colleague's route for a day without the register saying they are responsible for two vans. A handover that would go over the limit is refused, and the refusal names the vehicles the driver already holds.

Watch out Raising the limit does not change any handover already open, and lowering it does not end one — it decides only whether the NEXT regular handover is refused.

Worth knowing An insurer, lessor or agency showing as a dash instead of a name? 'Refresh party names', at the top of this page, asks for every one of them again; they fill in within a minute.

16Choose what the maps are drawn on #

Where Fleet » Fleet settings » Rules & reminders » Map tile server address

1. Sidebar » Fleet settings.
2. Stay on Rules & reminders.
3. Fill or clear 'Map tile server address'.
4. Click Save.

You should see Every fleet map — the live map, a trip's track, the places — draws its map pictures from this address. Empty, the vehicles and tracks show on a plain background and nothing is fetched from another website.

Worth knowing A company that must not send any data outside its own network leaves it empty or points it at its own server.

17Bring the whole fleet in from a spreadsheet #

Where Fleet » Vehicles » Import from a spreadsheet

1. Sidebar » Vehicles.
2. Click Import from a spreadsheet.
3. Choose the CSV file, or paste it into the box.
4. Click Check the file and read the row-by-row report.
5. Click Import.

You should see Checking changes nothing, and it is not an approximation: the check and the import make the same decision about every row, so a preview cannot promise something the import then refuses. A file with one bad row is refused whole — half a register is a register nobody can trust — and a vehicle already on file (same plate and region, or same VIN) is updated rather than added twice, so re-running the same sheet is safe.

Watch out One bad row refuses the whole file. Fix it in the sheet and check again — a half-imported register is worse than none, and re-running a corrected sheet updates rather than duplicates.

Worth knowing 'Start from a blank header row' writes the column names for you. Four of them are required — plate, category, energy_type, ownership — and the dialog lists the exact words each of the last three accepts.

18Archive a vehicle, and bring it back #

Where Fleet » Vehicles » Filters » Archived

1. To archive: open the vehicle and click Archive, or use the row's Archive action in the register.
2. To find it: Vehicles » Filters » Archived.
3. Click Unarchive on the row, or open it and click Unarchive.

You should see Archiving is not deleting. The vehicle leaves every list, its whole history stays on the record, and this filter is the way back — which is also the way to undo an archive made by mistake. A vehicle somebody is still holding refuses to be archived at all: end the handover first, so the register never loses track of who has what.

Watch out A vehicle somebody is still holding cannot be archived. End the handover first — the refusal says exactly that.

Worth knowing An archived vehicle still reads 'In service' in its own history, because archiving does not change what state it was in. The row and the record both show Archived over the top of it.

19What changed, when, and who did it #

Where Fleet » Vehicles » a plate » History

1. Open a vehicle.
2. Choose the History tab.
3. Read the timeline; use the box at the top to add a note or a message.

You should see Field by field, with the value before and the value after, and the person who made the change beside it. It is recorded by the database itself rather than by the screen you used, so an import, a bulk change and a hand-made correction all leave the same trail — and the handover history can say who handed a vehicle over rather than 'somebody'.

Watch out A line that says a change happened without naming anybody means that change came in by a route that did not record who asked for it. The change itself is still there, and still accurate.

Worth knowing A brand-new vehicle has almost nothing here yet — the trail starts when the first thing about it changes.