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FLEET MANAGEMENT

Today's state of your fleet on one screen

The Vehicles and blocks screen lists every car and what it is doing right now: available, rented, held for a quote, in maintenance, blocked, on lease or retired. The strip above gives the same counts; press a tile and the list narrows to that state.

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AT THE DESK TODAY

The fleet is in one place, service and papers in another.

  • Nobody quite knows which car is free

    To see whether a car is at the garage, out on rent or held for a quote you look at a calendar, a notebook and a phone.

  • Inspection and insurance dates sit in a notebook

    When an expiry date lives on a scrap of paper or a personal calendar, you find out the papers have lapsed while the car is on the road.

  • When a fine arrives, somebody hunts for the driver

    To find who had a car on the day a ticket was written, the booking list is combed by hand.

HOW IT WORKS

From model to fine, in four steps.

You set up the catalogue and the plates first; service, papers and fines are written against the plate. The availability calendar is covered on the Reservations and availability page.

  1. Set up the model and the plate

    A model is the record plates belong to; each plate is a car of its own. A model's page holds the Vehicle, Prices, one tab per language, Gallery, Included services and Extras tabs. You pick availability tracking per model: tracked by plate, a booking is written against one plate; tracked by model, the model sells as many times as the stock quantity you enter; with Not tracked the system counts no stock.

  2. Write service, odometer and papers against the car

    The Service and maintenance tab of a car's page holds the work done, its date, cost, vendor and the next due date or kilometre. While the car is at the garage it shows In maintenance; when it is back you press Take back from the garage. The four strips in the header keep the Insurance, Casco, Inspection and Emission expiries in view.

  3. Put the fine on the customer who drove

    You type in the ticket that arrived on a plate or upload the statement an authority sent as a CSV. Assign to the customer finds who held that plate on that date and writes the fine to them; Collect writes a receipt, and waiving, disputing and refunding are done from the same record. The kinds are Traffic fine, Toll crossing, Parking fine and Other.

  4. Stop sales

    For a holiday closure or a refit you write a stop-sale rule: the scope is Whole site, Branch, Location, Class, Model or Vehicle; leave the end empty and the rule lasts until you lift it. To hold a single car, Vehicles and blocks has Add block; the Blocks tab lists every block on the fleet with its history and who added it.

DETAILS

The small but important parts of the fleet.

In the panel: Fleet, Document expiry

The document expiry list

Third-party insurance, casco, inspection and emission expiries in one list, with the days left and a colour. You pick the expiry window; a reminder goes out at 07:30 every morning and expired rows stay on the list. The Coming up list on the Service and maintenance page orders cars due for a job the same way.

In the panel: Vehicle, Odometer

Odometer history

Mileage is a history, not one number: hand-typed, handover, return and service readings are listed with their source. Going backwards is entered only as a Correction, with a note.

In the panel: Vehicle, Damages

Decide on the damage

Damage rows open at the return sheet and the fleet decides: charged to the customer, absorbed by the company or not decided. Amount charged and repair cost are separate; a closed record is Resolved.

In the panel: Traffic fines and tolls

Upload the statement as a CSV

The authority's list is uploaded as CSV or TXT; columns are read by name, so a reordered file is valid. A row whose reference is on file is skipped; rows that could not be written stay in the report.

In the panel: Branches, Vehicle catalogue

A catalogue of its own for each branch

A branch on its own catalogue sells only its own models, each with city content and a price card of its own, and a booking sells from the pick-up branch's catalogue. The copy comes from the shared pool with a ± amount or ± % on daily and hourly prices; a preview shows before and after. Nothing is deleted and you can go back to the pool; copies count toward the model quota.

QUESTIONS

About fleet management.

If the answer is not here, write to the sales team.

Write to sales
What is the difference between tracking by plate and by model?
Tracked by plate, a booking is written against one plate and each car's availability is followed separately. Tracked by model, the model sells as many times as the stock quantity you enter. With Not tracked the system counts no stock, and the risk of overbooking is yours. The choice is made per model.
How do fines and tolls get into the panel?
By hand or by CSV. You write the ticket in one at a time or upload the statement an authority sent; the panel does not connect to a public or toll system to fetch fines. A fine is assigned by plate and date to whoever held the car at that time and is collected at the desk.
Where do I keep my insurance policies?
On the Documents tab of a car's page. For insurance, casco, inspection and emission you write the provider, policy number, premium, start and end dates and the file. The panel does not manage policies; it keeps the document and its end date and shows it on the Document expiry list as the date nears.
How many cars and models fit in my plan?
Basic holds 30 cars and 10 models. Standard holds 100 cars and 25 models. Premium holds 500 cars and 100 models. Platinum has no cap on cars or models. Every model copied into a branch's own catalogue counts toward the model quota.
What is the difference between a block and a stop-sale?
A block holds one car: by hand, for maintenance or for a lease. A stop-sale closes a branch, a location, a class, a model or the whole site to sales for a window. A rule names at most one thing; it is not edited, it is lifted and a new one is written.
Where do I see the availability calendar?
It is covered on the Reservations and availability page. The View on the calendar button on the Vehicles and blocks screen also takes you straight to it.

OTHER MODULES

Shall we look at your fleet with your own plates?

Ask for a demo; we will open a few of your cars in the panel together and show the service, document and state views.

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