Automotive & Fleet Management Ops — Operational Setup & Master Data

Operational Setup & Master Data

Automotive & Fleet Management Ops master data and screens split into two titled groups, following the enterprise governance/operational rule used across every add-on.

How the 16 screens split across the 4 sub-groups

Every screen lives under the URL prefix /fleetops/<screen-slug>, e.g. /fleetops/vehicle-master-catalog.

ModuleGuard & entitlement

Every Automotive & Fleet Management Ops screen is wrapped in <ModuleGuard>, which enforces two checks in order:

1. Level 1 — Entitlement (paywall). The tenant must have the fleetops package active. If not, the screen renders a locked/upsell state instead of its content.
2. Level 2 — Governance/operational split. Roles and the Staff master (Fleet & Maintenance Staff) are admin-only; the 16 operational screens are open to any staff member holding an AUTOFLEET domain role, regardless of which specific role.

Package activation

A tenant admin activates the add-on from Settings → Add-Ons by granting the fleetops package (label “Automotive & Fleet Management Ops”). Once active, staff with an AUTOFLEET role see the module appear in their sidebar under Add-On Modules and in My Apps.

Vehicle Fleet & Specifications Setup — the 4 screens in detail

This first sub-group is the master-data foundation of the add-on: the vehicle catalog itself, its telematics hardware pairings, driver licensing/permit compliance, and fuel card tariffs. Unlike the other 3 sub-groups, none of these 4 screens uses the 2-stage AI diagnostic pattern — 3 are plain CRUD tables, and only Driver License & Permits varies its form by jurisdiction, automatically adapting its fields to the selected country rather than using embedding/AI.

1. Vehicle Master Catalog

Purpose: Shares the core Fleet module’s own vehicle record read/write — not a separate data set — and layers a fleet classification (Heavy Truck / LCV / Passenger Pool) and operational status on top.

Ledger columns

• Plate and VIN (monospace, VIN-YYYY-XXXX) — VIN is a field, not the record id; id is the core Fleet module’s own Vehicle.id
• Make, model, fuel type, odometer (mileage)
• Vehicle type — Heavy Truck / LCV / Passenger Pool, automatically derived from the vehicle’s seat count (more than 20 seats becomes Heavy Truck, 5 or fewer becomes Passenger Pool, everything in between is LCV) and kept in sync whenever the seat count is edited
• Status — active / in maintenance / …

Gauge

Fleet Health Index — the percentage of vehicles currently marked active. Shows 0 with no records.

Key actions

• New Vehicle — creates a record in the core Fleet module’s own store
• Sync Asset Valuation — row action that updates the vehicle’s mileage from the current odometer reading; today it only updates the vehicle’s own mileage field (no live Assets/Maintenance integration yet — see Screen Workflows)
• Delete — permanently removes the core Fleet record

Because this screen and the core Fleet module share the same underlying vehicle data, a vehicle created, edited or deleted here is visible immediately in the core Fleet module’s own screens, and vice versa — there are not two separate vehicle registries.

2. Telematics & IoT Config

Purpose: A device registry for OBD-II/CAN bus/BLE beacon telematics hardware paired to vehicles — tracks sampling rate, signal status and battery level.

Ledger columns

• IMEI (IMEI-YYYY-XXXX), assigned vehicle/plate
• Protocol — j1939_can / obd2_standard / ble_beacon
• Sampling rate (sec), signal status (online / degraded / offline), last ping, battery %

Gauge

Telematics Signal Health — the percentage of devices currently showing an online signal status.

Key actions

• New Device — register a device and pair it to a vehicle
• Trigger Telematics Alarm — row action; picks a random DTC code (P0300/P0420/P0128/P0171) and creates a real critical-priority work order in Preventive Maintenance’s shared ledger — see Screen Workflows
• Delete — permanently removes the device record

3. Driver License & Permits

Purpose: Tracks driver license classes and commercial permits (SRC3/SRC4, Hazmat ADR, DOT Card, Driver CPC), medical clearance and document validity — and blocks dispatch of drivers whose documents are expired or who are medically disqualified.

Ledger columns

• Driver name, license class, commercial permit type, issue/expiry date
• Medical clearance — cleared / pending / disqualified
• Country code (drives the jurisdiction schema)

Gauge

Credential Expiration — not a status count: it finds the single nearest (soonest, or most overdue) expiry date across the whole fleet. One expired driver turns the gauge red regardless of how compliant the other 99 are; an overdue expiry shows “{n} days overdue”, an upcoming one shows “renewal in {n} days”. Shows — with no records.

The jurisdiction-aware permit form (not the 2-stage AI pattern)

Generate Permit Form automatically builds a country-specific preview of the fields a driver permit needs, based on the selected country. This is a preview only — the generated fields are separate from the main record form and not wired into save.

Unlike the AI-diagnostic pattern used elsewhere in this add-on, this form-generation step performs no AI or search work and is not logged in Settings → Analytics — it only produces a form preview.

Key actions

• New Driver — the toolbar jurisdiction selector sets the modal’s default country code
• Generate Permit Form — renders the jurisdiction-specific field preview (see above)
• Block Uncertified Driver Dispatch — row action that checks the driver’s permit status, the same check Pool Vehicle Booking’s Approve & Dispatch runs for real (see Screen Workflows) — here it only shows a toast, since Pool Vehicle Booking is documented separately under Fleet Utilization & Dispatch
• Delete — permanently removes the driver record

4. Fuel Card Tariff Setup

Purpose: Tracks fuel cards (Shell SmartPay / BP Plus / Opet Otobil), assigned vehicle/driver, fuel restriction, daily liter and transaction limits, and monthly budget vs. cap.

Ledger columns

• Provider, assigned vehicle/plate, driver name
• Fuel restriction — Euro diesel only / unleaded 95 / any
• Daily liter limit, transaction amount limit, station network group
• Status — active / suspended / over limit; monthly spend vs. monthly cap

Gauge

Fleet Fuel Budget Utilization — amount-weighted, not a per-card average: total spend across all cards divided by the total monthly cap across all cards, times 100. A card with a huge cap and tiny spend can pull the whole fleet ratio far below what a simple average of per-card percentages would suggest. Shows 0 if the total cap is 0.

Key actions

• New Card — register a card and assign it to a vehicle
• Generate Tariff Rule Form — builds a preview of the fuel tariff rule fields (tank capacity limit, station geofence radius, allowed station brands, over-limit action); this preview does not vary by country — fuel tariff rules don’t vary by jurisdiction the way driver permits do
• Audit Fuel Station Receipts — row action that compares the card’s spend against station receipt data and writes a real record into FinAudit’s own invoice-matching ledger — see Screen Workflows
• Delete — permanently removes the card record

Pages in this section

• Overview
• Roles & Capabilities
• Screen Workflows
• Preventive Maintenance & Service Ops
• Fleet Utilization & Dispatch
• Total Cost of Ownership & Asset Life

Frequently Asked Questions